University Project # 03oS Ocb 0 0
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Title of Proposal: Ephemeral Cities: a model for developing an historical digital atlas based on three Florida cities

Submitted to Sponsor: IMLS (Institute of Museum and Library Services)

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Sponsor Code: 1 U7

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UNIVERSITY ENDORSEMENTS: The attached proposal has been examined by the officials whose signatures appear below. The
principal academic review of the proposal is the responsibility of the Department/Center and College. If additional space is needed for
signatures, please provide them on a separate sheet of paper.

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Ephemeral Cities: a model for developing an historical digital atlas based on three Florida cities

INDIRECT COST (IDC):

IDC information is now collected at the time of Award, Your Award Packet will contain information on how to
electronically submit your IDC distributions for all new Awards. Existing projects will remain the same as
declared in previous years. For further information, please contact Carol Hunn, RGP Business Office, 392-2597,

9. Project Director Mailing Address
University of Florida Libraries, P.O. Box 117007
10. City 11. State 12. Zip Code
Gainesville FL 32611-7007
13. Fax Number of Project Director 14. E-mail Address of Project Director
(352)846-3702 kesse@(ufl.edu
15. Name and Title of Authorizing Official 16. Business Phone of Authorizing Official
Brian Prindle, Assoc. Director Research (353) 392-1582
17. Sponsoring institution if applicable (e.g., municipality, state, or university)
D check if this entity will manage funds if an award is made. Name and address:
Kathy W. Jones, Assoc. Comptroller, 302 Tigert Hall, University of Florida, Gainesville, FL 32611
18. Is the applicant organization university controlled? Rlyes O no

19. For museum applicants, Non-Federal operating budget for the most recently completed fiscal year $

20. Project Title Ephemeral Cities

21.AMOUNT REQUESTED $ 234,729

23. Grant Period

22. Amount of Matching Funds $ 202,546

(Starting Date) 10 / 1 / 03 9 /30 / 04 (Ending Date)

24. In the space below, include names of any organizations that are official partners of the project.
The lead partners for this project are:
University of South Florida, Tampa, FL
Florida International University, Boca Raton, FL
Alachua County Historic Trust/Matheson Museum, Inc., Gainesville, FL

Use this checklist to help you arrange the sections of the application in the correct order. This form is
available as a fill-in form on the IMLS web site (see information on electronic forms, page 4.2).

O Attachments, as appropriate
O Report from Planning Activities (e.g., Needs Assessments, Digitization Plans)
O Products or Evaluations from Previously Completed or Ongoing Projects of a
Similar Nature
O Other

ABSTRACT

Project Title: EPHEMERAL CITIES: A model for developing an historical digital atlas based on three Florida cities

Description and Activities: From Gainesville to Key West, a sense of place gives meaning to our lives. Your great
grandfather bought a citrus grove ~p Eustis; mine worked in the pencil factory near Way Key now Cedar Key. Where
we're from, where we're going all revolves around places with names. The social fabric of modern cities reflects the rich
mosaic of activities of past inhabitants. Historically, place identity and place attachment have been associated with the
development of peoples' attitudes, values, and beliefs.

The purpose of Ephemeral Cities is to provide an interactive, Web-based model project that encourages citizens of all
ages to explore the evolution of their cities. Internet connectivity and relevancy of geographic information are identified
factors in ameliorating the prevalent geographic illiteracy found in students in the U.S. Ephemeral cities is designed with
those factors in mind and with a intended long term outcome of creating city-based learning communities that will not only
use the atlas, but contribute digital objects to enrich the exploration process for others.

Using the latest GIS (geographic information system) functionality, the project will develop digital city atlases using historic
and modern map imaging technologies. City directories, newspapers, and other place-related data and objects found in
libraries, archives, museums, and agencies will be linked to the maps providing an historic "sense of place." This model
project will concentrate on three key Florida cities: Gainesville, the site of the largest state university; Tampa, the West
coast hub of commerce and finance; and Key West, a winter haven for tourists. Two snapshots of each city will be I
developed: one from the mid-1800s and one for the early part of the 20th century. The partners for this project include
five libraries and one cooperative library unit: University of Florida, Florida International University, Alachua County Library
District, May Hill Russell Public Library of Monroe County Public Library, University of South Florida Libraries, and the
Florida Center for Library Automation; four museums: Alachua County Historic Trust/Matheson Museum, Inc.,Gainesville,
FL, Key West Art & Historical Society, Key West, FL, Tampa Bay History Center, Tampa, FL, and the Henry B. Plant
Museum, Tampa, FL; and two public records offices: Alachua County Clerk of the Court, and City of Key West. The
University of Florida will subcontract with the Florida Center for Instructional technology, University of South Florida to
create the educational modules.

The objectives of this grant are:

1. Develop a scalable project architecture employing geographic information system (GIS) functionality to link city
maps, city directories, documents, databases, and images of period cultural objects. The system architecture will
permit the integration of additional cities and digital objects as interest in the project develops beyond the original
partners.

3. Hold a "My Town" event in each of the three cities. During this event, citizens will be encouraged to bring in their
own historic period artifacts for digital capture and sharing as part of this project.

4. Create 10 educational modules based on appropriate Florida Sunshine Standards
[httpJ//www.firn.edu/doe/menu/sss.htm] and the eighteen National Geography Standards
[http://www.ncge.org/publications/tutorial/standards/] for use in classrooms, and 5 independent instructional
modules for interested citizens.

5. Promote the use of "Ephemeral Cities" and facilitate the development of similar atlases for other Florida cities and
for similar efforts in other states.

Anticipated result: "Ephemeral Cities" will engage learners of all ages in exploring the historic geographies of cities and
comparing them to modern metropolitan areas. The developers envision this as a community based project that will offer
extensive collaborative opportunities far beyond the period of the grant and will provide universal Web access to unique
historical items held in isolated repositories throughout Florida. As learners use this site, it is expected that they, in turn,
may want to contribute personal items from their own city experiences to the project. The "My Town" event will encourage
citizen contributions and involvement. If widely adopted, Ephemeral cities model will form the basis for a Florida digital
city atlas facilitating the development of city-based learning communities throughout the state. The potential for a national
city atlas is already developing as many states have digital versions of the Sanborn maps, and map servers are becoming
more prevalent in library settings.

NARRATIVE

Introduction

In the 18th and 19th centuries, tragic fires swept through wooden structures dominating many American cities. By the later
half of the 19th century, American insurance companies supported a thriving insurance map business. The most famous
of these was created by D.A. Sanborn and became known as the Sanborn National Insurance Diagram Bureau. This
company employed surveyors in each state and standardized the map-producing process. Maps were drawn at a scale of
1 inch=50 feet. By the 1930s, the company had surveyed 13,000 towns with populations over 2,000. Rich in structural
details, the early maps are considered primary sources of information on the changing character of America's cities.
Today, these maps provide valuable historical details to architectural historians, environmentalists, genealogists,
economists, urban planners, historians, urban restoration specialists, environmentalists, students, and others. These
standardized maps, with a recognized consistency in data representation, serve as the digital baseline for this project,
while offering future scalability and interoperability of this model for all Florida cities and for cities across the country.

Sanborn maps for Gainesville for 1884 and 1903, for Tampa for 1884 and 1903, and for Key West for 1889 and 1899 will
be georectified to provide historic base layers. This will permit associated digitized historic objects to be referenced
spatially to sites on the maps. Modern thematic layers of roads, county boundaries, rivers, etc. will create comparative
layers of modern city geographies. By manipulating layers, learners will discover the vicissitudes of city development:
prominent thoroughfares were renamed, redirected, relocated and/or obliterated and major features such as foundries,
grist mills, and stables were replaced by schools and hospitals.

Each of the selected cities is located near a state university library and each of the three academic libraries in
collaboration with one or more partners will be responsible for creating a "sense of place" for that city. Three City
Partnerships have been formed for this project. The Gainesville Partnership consists of the University of Florida Libraries,
Alachua County Historic Trust/Matheson Museum, Inc., Alachua County Clerk of the Court, and Alachua County District
Library. The Key West Partnership consists of Florida International University Libraries; the Monroe County Board of
Commissioners, Division of Community Services, Library Services; City of Key West; and the Key West Art & Historical
Society. The Tampa Partnership consists of the University of South Florida Libraries, the Tampa Bay History Center, and
the Henry B. Plant Museum. Twenty five hundred digital objects will be created for each city. Intended to capture the
city's character at the targeted years, the digital items will include museum artifacts, photographs, postcards, brochures,
letters, official records, etc. These items will be drawn from the collections of the partnering institutions. Existing digital
collections, e.g., Heritage Collection, Aladhua County Library District [http://heritage.acld.lib.fl.us/ ], the Ancient Records
database, Alachua County Clerk of the Court [http://www.clerk-alachua-fl.org/Archive/default.cfm], and the Florida
Heritage Project [http://palmm.fcla.edu/fhp] will also be integrated. Cigar makers, bakers, hat cleaners, and county jailors
will again populate the static wood, adobe, and steel buildings rendered on Sanborn maps.

National Impact

A National Geographic-Roper 2002 Global Geographic Literacy Survey of 56 geographic and current events questions
was given to more than 3,000 18- to 24-year-olds in Canada, France, Germany, Great Britain, Italy, Japan, Mexico,
Sweden and the United States. ["Survey Reveals Geographic Illiteracy," Bijal P. Trivedi, National Geographic Today,
November 20, 2002. URL: http://news.nationalgeographic.com/news/2002/11/1120_021120_GeoRoperSurvey.html]

The findings indicated "about 11 percent of young citizens of the U.S. couldn't even locate the U.S. on a map." A
Gainesville Sun article "Young Americans don't know geography," [November 21, 2002 ] noted "When asked to find 10
specific states on a map of the United States, only California and Texas could be located by a majority of those surveyed."

"Several perhaps interrelated factors affected performance-educational experience (including taking a geography
course), international travel and language skills, a varied diet of news sources, and Internet use. Americans who reported
that they accessed the Internet within the last 30 days scored 65 percent higher than those who did not." ['Survey Results:
U.S. Young Adults are Lagging," National Geographic-Roper 2002 Global Geographic Literacy Survey. URL:
http://geosurvey.nationalgeographic.com/geosurvey/highlights.html

Similar concerns were raised by the 2001 geography assessment administered by the National Assessment of
Educational Progress to approximately 25,000 students at grades 4, 8, and 12 in the nation. Its report indicated that "only
21 percent of fourth-graders, 30 percent of eighth-graders, and 25 percent of twelfth-graders performed at or above the
Proficient level for their respective grades. These levels are identified by NAGB [National Assessment Governing Board]
as those at which all students should perform." ["The Nation's Report Card: Geography 2001," June 2002, by
Andrew R. Weiss, Anthony D. Lutkus, Barbara S. Hildebrant, and Matthew S. Johnson. URL:

http://nces.ed.gov/nationsreportcard/pubs/main2001/2002484.asp] AMreview of the statistics indicates that the majority of
students are functioning at a Basic level that "denotes partial master, df the knowledge and skills that are fundamental for
proficient work at a given grade." Interestingly enough, Internet use was also found to be a significant factor in positively
influencing geographic literacy.

In commenting on the National Geographic-Roper survey, Nick Boyon, senior vice president for international research at
RoperASW, said "When geography and life intersect, people pay attention," and Roger Downs, head of the geography
department at Pennsylvania State University in State College, added "Wouldn't it be nice if parents also read atlases to
their children?" Columnist Bill Maxwell writes "Your home tells you where you are and who you are" and echoes
bioregionalist Wendell Berry reflections "Our identify... is defined to a large degree by our sense of place, our sense of
home...." ["A lingering sense of place," by Bill Maxwell. Gainesville Sun Opinions, Wednesday, December 11, 2002,
p.13A]

The creation of "Ephemeral Cities" is intended to engage independent learners of all ages in discovering a "sense of
place" for Florida cities. While exploring the changing urban geographies of Florida's cities, learners will become aware
of the ephemeral nature of cities, understand that cities reflect the mosaic of cultural backgrounds of their inhabitants, and
explore how place identity affects their own identities. By focusing on Roger Down's "intersection of geography and life"
and using the Internet as the vehicle of communication, this project intends to reinvigorate interest in Florida urban
geography and to serve as a model for similar efforts across the state and country. At least one of the educational
modules will draw users beyond Florida's borders to explore the homelands, cities, and origins of Florida's 18th and 19th
century urban dwellers and the livelihoods they brought to Florida.

Adaptability

The model proposed in this project can be adapted by cities throughout Florida and the country.

All components of the "Ephemeral Cities" project will be documented and made available freely over the Web. These will
include the technical specifications for hardware/software architecture, digitization plan, metadata and metadata tools,
educational modules, and promotional pieces.

Design

Because geographic literacy is correlated'positively to Internet use and geographic information system (GIS) technologies
provide an interactive approach to geography, the developers believe that this project has the potential to engage learners
of all ages in map use and by extension geography related activities. By integrating digital versions of historic information
sources: newspapers, city directories, and images, with modern metropolitan GIS layers for roads, county lines, etc.
unlimited opportunities for exploring cityscapes are created. (Attachment A shows a sample of the geographic information
integration that will be developed in this project.)

Responsible parties: GIS Coordinator, University of Florida Libraries; Staff of the Digital Library Center and the
Systems Department, University of Florida Libraries; Staff of the Florida Center for Library Automation; all partners
offering digital collections on remote servers

The GIS Coordinator, UF Libraries will use mapping tools available with ERDAS Imagine 8.5 software to identify points on
the six sets of selected Sanborn maps that can be aligned to a real-world coordinate system; thereby creating historic
map images that can be used in a GIS system. All map images and associated thematic layers such as roads, county
boundaries, etc. will be served from the UF map server. Under the supervision of the GIS coordinator, GIS technicians
will be hired to create the appropriate site-specific linkages on each of the Sanborns selected for this project. Lookup
tables of the coordinates will be developed for use in populating descriptive metadata associated with the digital objects.
Additionally the South Florida Water Management District is paying for the early maps for Miami and Ft. Lauderdale to be
georectified and added to the project. (Please see project proposal and letter in Attachment G.)

Integrating the functionality of the gtlas components will be the responsibility of the System Programmer who will be hired
with grant monies. Under the direct supervision of the PI, and in collaboration with other partner members, the System
programmer will develop the specifications for the necessary databases and file structures and the scripting/programming
needed to connect remote digital object collections and databases to the underlying map layer.

The system architecture will integrate the functionality of: 1) UF Map Server holding Sanborn images and the current
thematic layer data; 2) Full text city directories, newspaper articles, and textual objects residing on the textclass server at
FCLA and digital images of still graphics including photographs, postcards and museum objects residing on the
imageclass server at FCLA; 3) Ancient records are on a server at the Alachua County Clerk of the Court Office; and 4) the
Heritage Collection of photographs, Alachua County Library District served from its own server.

c. Develop an online ingesting mechanism that will facilitate remote submittal of historical digital objects and
metadata to the project.-

The System Programmer will develop a publicly available online template for submitting historical digital objects and
accompanying metadata. Based on Dublin Core fields, this template will be tested during the current grant and refined as
necessary. It will be the ingestion mechanism for permitting public participation in building this project. It will be used
during the "My Town" day event will be held at each of the three cities. (See description of "My Town" day under Product
#4)

d. Create the Web interface for the project.

The Web interfaces will be designed cooperatively by the Florida Center for Library Automation, the System Programmer,
the GIS Coordinator, and the staff at the Digital Library Center.

Product 2. Select, digitize, and create standards-compliant historical digital objects with appropriate metadata
andlor markup.
Responsible parties: University of South Florida, Florida International University, University of Florida and all partners
and the Florida Center for Library Automation.

a. Hold a preliminary planning meeting of all partners to establish communication lines, review participant
obligations, and establish work deadlines and reporting.

At the beginning of the project, all key partners will meet in Gainesville for a two-day workshop to review grant activities,
responsibilities, and timelines. Grant funding for this meeting will include travel and a per diem state rate for lodging and
food. This meeting will be hosted and facilitated by the University of Florida in conjunction with the Florida Center for
Library Automation.

b. Define selection criteria for digitization of still graphics, textual materials, and museum objects. Review
scanning and metadata standards used in the public university cooperative digitization project "PALMM."

At the initial meeting, selection criteria will be defined, scanning and metadata guidelines and standards reviewed, and
production schedules established. The PALMM standards are based on current best practices and national
interoperability standards compliant with IMLS and NSF initiatives. (PALMM digitization and metadata standards and
guidelines are available at http://palmm.fcla.edu/strucmeta/standres.html) The specific digitization plan for this project
may be found in Attachment E. These standards have been used for all digital objects contributed to the Florida Heritage
project. By June 2003, metadata for digitized texts of a previously funded IMLS grant "Linking Florida's Natural Heritage"
will be available for Open Archive harvesting.
FCLA has developed an MXF Metadata client that creates Dublin Core/OAl compliant records. This client will be used in
the Ephemeral Cities project. Metadata elements include subject schemes for education and man-made cultural objects.
Cultural object keywords will be selected from Blackaby, Greeno and The (American Association for State and Local
History) Nomenclature Committee's The Revised Nomenclature for Museum Cataloging: A Revised and Expanded
Version of Robert G. Chenhall's System for Classifying Man-Made Objects. Metadata from curriculum supporting sites
such as AskERIC [http://ericir.syr.eduNirtual/Lessons/lpform.shtml], Federal Resources for Educational Excellence
[http://www.ed.gov/free/index.html], the Eisenhower National Clearinghouse [http://www.enc.org/ Florida Online
Encyclopedia, and the Florida Geographic Alliance will also be reviewed.

c. Digitization of selected objects

A summary list of the collections that will contribute items for digitization can be found in Attachment B.

Although each of the academic libraries has flat bed scanners, all partnering institutions do not. Grant funding will supply
each partnership with one digital camera system, one computer workstation, and one flatbed scanner to be used on grant
activities. One Project Technician will be hired for each partnership and will travel between agencies to prepare digital
objects as needed.
Each of the three partnerships will be responsible for providing 1000 graphical objects, e.g., photographs, postcards; 250
items or 1,000 pages of textual materials, e.g., brochures, pamphlets, books; and between 30-50 digital images of cultural
period objects.

The Digital Library Center, University of Florida Library will digitize two sets of Sanborn maps for each city. It will also
outsource the digitization, text conversion, and markup for the newspaper runs and city directories that are selected and
the 250 textual items selected by each partnership. ByteManagers and iArchives are the two vendors of choice for full
text conversion and markup. They have established performance records including the Utah newspaper project. Both
were asked to provide sample work for a set of newspapers, the results showed 100% accuracy in text conversion and
their prices are among the lowest quoted. The digital images and full text created will be served and archived at the
Florida Center for Library Automation.

c. Serving and archiving digital objects

The Florida Center for Library Automation will serve derivative images and metadata from appropriate textclass and
imageclass servers. Master uncompressed TIFF images will be archived and migrated as technologies evolve.

The Florida Center for Instructional Technology has created an extensive educational site "Florida Then & Now"
[http://fcit.coedu.usf.edu/florida/lessons/le'ssons.htm] for Florida's social studies teachers. Fully developed educational
modules include: a reading passage, teacher notes, reading strategy, student questions, and student activity sheets.
Educational modules for Ephemeral Cities will follow the same structure, although pre and posttests will be included.
The specifications for design and content are set forth in the Partnership Statement (in this application) between the
University of Florida Libraries and the Florida Center for Instructional Technology.

Each metadata record for historic digital objects will include data on lesson plans, themes, and learning standards for
Florida. These attributes will be filled in as the objects are incorporated into formalized educational modules.

Product 4: Hold a "My Town" event in each of the three cities to encourage citizen participation in creating
Ephemeral City digital collections.
Responsible parties: All city partnerships

Each city partnership will be responsible for planning a "My Town" event at an appropriate city site, preferably the public .
library or historical museum, where citizens will be asked to bring an historical artifact to digitally contribute to the project.
This event will occur in the spring. All of the partnership members will be responsible for scheduling, eq uipment setup,
and manning the event. Non-paid volunteers may be recruited as needed from the community. Metadata and digital
image capture will occur at the event and be submitted to FCLA for serving and archiving as part of the Ephemeral Cities
project. Equipment purchased through this grant will be used at the event. The Alachua County Historic Trust/Matheson
Museum, Inc., Gainesville has agreed to create publicity pieces that can be adapted to each city event as needed.

Product 5: Promoting the use of "Ephemeral Cities"
Responsible parties: Grant manager at UF in conjunction with the Florida Center for Instructional Technology, University
of South Florida and all partners

The grant manager in conjunction with the Florida Center for 'lstructional Technology will identify state
educational networks, mailing lists and newsletters that will receive notification of this project. In addition, local GIS
organizations will be alerted to the availability of this resource. The Florida Geographic Alliance will be contacted and
asked to disseminate project information to Florida's geography teachers.

CONTRIBUTIONS

Salary cost sharing by key partners is detailed in the budget. Because the interest in developing this project is wide
spread, several institutions are providing various resources gratis. All of these institutions have signed partnership
agreements as part of this packet. Their contributions are listed below. The total value is estimated at $30,000.

Alachua County Clerk of the Court
James Powell, Ancient Records Manager, selects, digitizes and makes available 600 documents from the Clerk's public
records; assists the system programmer in remote launch of search URLs as part of this project.

Alachua County District Library (ACDL)
Nance Lempinen-Leedy; Project Coordinator and Adult Services Manager of the District, will coordinate the project related
aspects at the Headquarters Library, supervise other library staff affiliated with the project, and liaison with
project partners.
Bobby Ruth Powell, Project Librarian, will select 200 items to include in the project, research images, write image
description, and assign descriptors and subject headings. She will work with the Project Scanner, Project
Cataloger and report to the ACDL Coordinator.
Virginia Fettes, Project Cataloger, will catalog the 200 items.
Jeff Dreisin, Project Scanner, will scan and quality control the images of the 200 items following established procedures.

Monroe County Public Library, Key West, Florida
Anne Layton Rice, Library Administrator and onsite Project Coordinator, will provide local coordination of item selection for
digitization. 2000 pages of textual materials and 215 still graphics will be made available and scanned. She
will coordinate the selection of items from the two other Key West partners: City of Key West and the Key
West Art and Historical Society.

Tampa Bay History Center, Tampa, Florida
Robert S. Blount, III, President and CEO, will select items from their collections for digitization and provide necessary
information to create the metadata. He will provide onsite space for scanning and/or digital camera capture.

Key West Museum of Art and History, Key West, Florida
Claudia Pennington, Executive Director, oversees staff members to select artifacts, historic photographs and archival
materials for the Ephemeral Cities project.
Norman Aberle, Curator, runs data base search to identify objects in KWAHS collection from the 1889-1899 period. He
then locates the objects (in our museums or in archival storage) for the imaging process.
Brewster Chamberlin, registrar, prepares archival background information to assure historical accuracy on each of the
selected items.

Prior to this project, the University of Florida has created high-resolution scaleable color images of the 6,500 Florida
Sanborn maps created between the 1860s and 1923 and has purchased an appropriate map server ($5,335) that will
serve the thematic layers including the Sanborn images associated with this project. The State University Libraries Digital
Projects Planning Committee that oversees the development of collaborative university library digital projects [PALMM]
has allocated $12,000 for the production of the city directory database associated with this grant

PERSONNEL

Project personnel include lead project coordinators for each city partnership. Each lead coordinator is at a major
academic library and possesses extensive experience in collaborative digital projects. Supporting staff at each academic
library has the requisite knowledge and skills to perform all functions associated with digitization and metadata creation.
All are participating in the PALMM (Publication of Archival, Library, and Museum Materials)(http://palmm.fcla.edu)
initiative started by the Florida Center for Library Automation (FCLA) and have adapted common best practice standards
for digitization and metadata creation. Currently there are fourteen active PALMM projects, covering topics ranging from
herbarium specimens to juvenile literature. The Florida Heritage Collection (http://palmm.fcla.edu/fh/) is a collaborative
project of all public university libraries. The Florida Center for Library Automation serves the academic libraries by
managing their collections of digital texts, images and other media and will serve the same role for this project.

The city partners include museums, city records offices, and libraries. Each participating organization will have a project
coordinator. These individuals are records managers, museum directors/curators and librarians with expertise in curating
their specific collections.

The GIS Coordinator for the project has a Master's Degree from the University of Florida's Civil Engineering Geomatics
program (Survey and Mapping) and 14 years of experience managing GIS and remote sensing projects.

Technical support for the project will come from the Florida Center for Library Automation and the Systems Department at
the University of Florida Libraries. These computer groups have extensive experience in database development and
maintenance, Web interfaces, and serving of digital materials.

(Attachment C contains resumes of key personnel.)

PROJECT EVALUATION

Ephemeral Cities will use the IMLS Outcomes Based Evaluation system. A variety of assessment and evaluation tools
will be used: some will quantify use, others will provide a quality review of particular procedures and other aspects of the
project with the intent to make the final project usable, extensible for current and future partners, and of value to students,
educators, and the public. Final focus groups will be conducted by each partnership to determine the experiences of the
participants.

(Attachment D contains the Evaluation Plan.)

DISSEMINATION

The grant team will disseminate information on this project using the following avenues: 1) create and distribute notices of
the project to appropriate electronic mailing lists, 2) present the project at appropriate IMLS and digital library project
meetings including state, national, museum, archive, and historical society conferences, 3) publish articles in the
professional journals and newsletters of library, museum, historical and archival societies, and 4) develop hardcopy
publicity to be sent to Florida historical societies and libraries encouraging their adoption of a city to help build Florida's
historical city atlas beyond the granting period. 5) The Operations Manager and the developer of the education modules
will develop and distribute introductory material targeted at K-12 teachers in Florida.

SUSTAINABILITY

Many states have already digitized Sanborn maps for their cities. Because these maps provide a standard historical base
for all U.S. cities, the system architecture designed in the Ephemeral cities project can be adopted by any city/state that
is interested in building a city digital atlas. Because the system is designed to encourage citizen contributions, the project
developers believe that city learning communities will grow over time. The "My Town" event is expected to initiate a
community awareness and interest in the project.

In Florida, all public state universities participate in the Florida Heritage project (http://palm.fcla.edu/fh/): a digital collection
of texts and still images on Florida's history, culture, arts, literature, and natural environments. The Florida Heritage
project is funded on a yearly basis and many of the digitized items will be suitable for linking in Ephemeral Cities.
Because the South Florida Water Management District is contributing monies to expand the project to include early maps
of Miami and Ft. Lauderdale, both the University of South Florida and Florida International University have agreed to

spend their 2003/04 Florida Heritage funding ($7,500 each) to continue the building of the Ephemeral Cities digital
collections. Florida International University has already indicated an'irterest in selecting items for digitization from the
Wolfsonian collections (http://www.wolfsonian.fiu.edu/index.html) to further the project.

As part of the mandatory match for the IMLS grant "Ephemeral Cities,"
the University of Florida Libraries will contribute $53,826 worth of
goods or services and indirect costs on those contributions in the
federally negotiated amount of $24,222. An additional cash-match of
$33,500 will be used for scanning, text conversion, and mark-up for
items to be digitized as part of this endeavor.

-4
Dale B. Canelas
Director
George A. Smathers Libraries

Project Budget Form
Section 1: DETAILED BUDGET
Year 1- Budget Period from 10/1/03 to 9/30/04

TOTAL DIRECT COSTS $170,873 $53,826 $52,759 $277,458
INDIRECT COSTS* $ 63,856 $24,222 $16,239 $104,317
In Cash $40,500 $15,000 $55,500
Total $234,729 $118,548 $83,998 $437,275
* If you do not have a current Federally negotiated rate, your
indirect costs must appear in the Applicant or Partner
columns only. 4 TOTAL PROJECT COSTS $437,275
AMOUNT OF CASH-MATCH $40,500' $15,000(z)
AMOUNT OF IN-KIND CONTRIBUTIONS $78,048 $68,998
(Institutional Cost-Sharing), including INDIRECT COSTS
TOTAL AMOUNT OF MATCH (CASH & IN-KIND $118,548 $83,998 $202,546
Contributions)
AMOUNT REQUESTED FROM IMLS, $234,729
INCLUDING INDIRECT COSTS
PERCENTAGE OF TOTAL PROJECT COSTS 53 %
REQUESTED FROM IMLS (MAY NOT EXCEED
50% IF REQUEST EXCEEDS $250,000 RESEARCH
PROJECTS EXCEPTED, SEE COST SHARING ON PAGE
1.7)
(1) $33,500 cash match is from the operating budget of the Digital Library Center, UF and will be used to microfilm, scan, convert and mark-up
texts related to this project; (Confirmation letters in Attachment F.) $7,000 cash match is from the South Florida Water Management District fo
complete Sanbom georectification for historic Miami and Ft. Lauderdale.(Confirmation letter in Attachment G)
(2) $7,500 committed by FlU for digitizing items related to Miami from Florida Heritage funds for 2003/04; $7,500 committed by USF for digitizing
additional items related to Tampa from Florida Heritage funds for 2003/04. Total contribution is $15,000. (Confirmation letters in Attachment
F.)
Have you received or requested funds for any of these project activities from another Federal agency?
(Please check one) Yes x No
If yes, name of agency
Date of application or award Amount requested or received $

SIMLS I APPLICANT I PARTNERS) TOTAL
TOTAL INDIRECT COSTS CHARGED TO $63,856 $24,222 $88,078

-.4

Budget Justification *

In-kind contributions are being made by five partners: the University of Florida (budget shown here), University of South
Florida Libraries, Florida International University Libraries, Alachua County Historic Trust/Matheson Museum, and the
Florida Center for Library Automation. Their contributions are detailed in Attachment F.

Permanent Staff

The salaries indicated are commensurate with those currently paid within the state university system for the skills
required. Benefits are calculated according to State of Florida rates of 21.8% of salary for those making $55,000 and up,
24% for salaries between $40,000 and $55,000, and 27% for salaries up to $40,000.

Project Director is Erich Kesse, Director of the Digital Library Center (DLC), University of Florida (UF). Kesse
responsibilities include all aspects of project planning and grant administration including the budget; coordinating activities
of the partners; providing technical assistance in scanning and metadata creation; hiring and supervising the system
programmer; and attending meetings to present the project.

GIS Coordinator Joe Aufmuth, Documents Department, University of Florida Libraries. Responsible for implementing and
maintaining the GIS functionality of the system; hires and supervises the GIS Technicians.

Digitization Manager (UF) Melody Smith, DLC, UF. Hires staff and supervises all aspects of scanning and quality control
of images produced at the DLC, UF.

Image Quality Manager Jane Pen, DLC, UF. Reviews and quality controls all images produced by the DLC, verifies
linking of images to maps.

Database Administrator Winston Harris, Systems Department, University of Florida Libraries. Supervises the design and
functioning of the databases and forms created by the Database Programmer.

Salaries and Wages (Temporary Staff Hired for Project)

1 project technicians- each hired at .5 FTE to assist each partnership with the tasks of selecting, digitizing, and metadata
creation. The technicians will be hired, trained and supervised by the lead partnership agencies: University of Florida,
Florida International University, and University of South Florida.

1- system programmer- 1FTE programmer will be hired and supervised by the Erich Kesse, the project coordinator. In
consultation with the other partners, the System programmer will create the software to functionally integrate all of the
atlas components. He/she will work closely with the GIS Coordinator and other database managers to assure system
interoperability.

2-GIS technicians- Hired at $10/hr, under the direct supervision of the GIS Coordinator, the GIS technicians will assist in
the georectification of the Sanborn maps and will be responsible for georeferencing the specific buildings on the maps.
Their work will create the coordinate lookup tables that will be used to populate the structural metadata for all of the
digitized objects. It is estimated that it will take 2 days/ map to do the manipulation and data capture at a cost of
$160/map. There are 64 maps.

Travel

2 IMLS related trips $4,000 for the Project Administrator and one other partner. This amount is recommended by the
granting agency. Destinations are likely to be Washington, DC.

2-Key West to Gainesville airfare@ $900 + $150(lodging) + $84 (food=3 days@$28)= $1134 x 2=$2,268. These trips are
for project planning purposes. Anne Rice, May Hill Russell Public Library of Monroe County Public Library, as the on site
coordinator for the Key West partners will be participating in all joint planning activities.

3-ERDAS Imagine image processing software will be purchased by the University of Florida and used to georectify the
Sanborns and georeference the places on the maps.

2-120 gig hard disks to expand map server capacity for the Sanborns.

2-rolls plotter paper- used to print demonstration posters of this project from the plotter at the University of Florida
Libraries.

3-BIk, CYMK color cartridges used in the plotter.

1 Dell workstations with the computer configuration of 2.0 GHz P4, 512 MB RAM, 40 GB hard drive, 17" flat monitor and
up to a 64 MB video to be connected with the scanner and to be used for metadata creation.

1- 18GIG SCSI drive for Compaq server (ACDL) to increase space for additional images for the Alachua County Library
District Heritage Collection server.

Contract for conversion of 2400 images to full text and markup. Per image cost is $1.25. The two contractors under
consideration are ByteManagers and iArchives.

Other

1-"My Town" events publicity including 2 newspaper ads for each city and 1,000 color flyers for distribution.

The detailed budgets for the subcontracts with University of South Florida Libraries and Florida International University
Libraries are found in Attachment F including match. Detailed match contributions from the Florida Center for Library
Automation and the Alachua County Historic Trust/Matheson Museum are also found in Attachment F.

CASH MATCH

As noted in the Summary Budget, cash matches totaling $55,500 are being made by four organizations.

The University of Florida Libraries is matching $33,500 (includes $7,C(0of Florida Heritage funds) from the operating
budget of the Digital Library Center, UF. These monies will be used to microfilm, scan, convert and mark-up texts related
to this project. (Confirmation letter in Attachment F.)

The South Florida Water Managerent District is funding $7,000 in cash match to complete the georectification for historic
Miami and Ft. Lauderdale Sanborn maps. (Confirmation letter and proposal for work in Attachment G) The
georeferencing of the maps will be done under the supervision of the GIS Coordinator, University of Florida.

Both FlU and USF have also committed their portions of the Florida Heritage monies ($7,500 each) for 2003/04 to
digitizing items related to Miami/Ft. Lauderdale and Tampa, respectively. Total contribution is $15,000. (Confirmation
letters in Attachment F.)

Enclosed is the signed "original" agreement of the Facilities and Administrative Cost Rate
Agreement between the University of Florida and the Federal Government for the period July 1,
2000 through June 30, 2005. I appreciated the courtesy extended by your staff during the review
of the University of Florida proposal and am happy to transmit this agreement which reflects our
understanding of the issues reached between your organization, myself, and my staff.

I look forward to seeing youon my next visit to Washington. Please contact me if you have
questions or need additional information.

An original and one copy of the facilities and administrative (F&A)
cost rate agreement are enclosed. This Agreement reflects an
understanding reached between your organization and a member of my
staff concerning the rate (s) that may be used to support your claim
for F&A costs on grants and contracts with the Federal Government.

In addition the following is agreed between the University and this
office:

We have approved a change to the University's equipment
capitalization policy from $500 to $1,000, starting July 1,
2000.

Equipment and supplies cost must be claimed in accordance with
the capitalization threshold and useful life assumptions
reflected in the institution's financial statements.

Expenditures for equipment exceeding $999 must be claimed by
use allowance or depreciation procedures, unless that
equipment is specifically approved by an awarding agency (or
permitted by expanded/supplemental authority granted by the
awarding agency) as a direct cost.
Grant proposal and contract budget submissions must be
consistent with equipment capitalization threshold stipulated
on the Rate Agreement.
Unamortized amounts will be written-off over five years
(July 1, 2000 to June 30, 2005). No further use allowance or
depreciation may be claimed on existing equipment valued
between $500 and $999 on any future F&A cost proposal. The
effect of unamortized amounts related to the above assets has
been reflected in this Rate Agreement.
Raising equipment threshold does not alter accountability
responsibilities (including acquisition and safeguarding of
supplies)

Mr. John P. Kruzcek Page 2
December 29, 2000 ,

Must follow property management standards for equipment
covered by new capitalization policy

Department will exercise its disposition rights for
-equipment with a fair marker value $1,000 or more [45 CFR
74.34(g) and 92.32(e)].

To indicate your concurrence with the understanding cited above,
please have the original of this letter, in the space provided
below, and the original of the Agreement, signed by a duly
authorized representative of your organization and return them to
me, retaining the copies for your files. We will reproduce and
distribute the Agreement to the appropriate awarding organizations
of the Federal Government for their use.

The Office of Management and Budget (OMB) has requested that we
reach an agreement with each institution on the components of the
published F&A cost rates. The attached form is provided for that
purpose. Please sign these forms and return them with the original
agreement.

A F&A cost proposal, together with the required supporting
information, are required to substantiate your claim for F&A costs
under grants and contracts awarded by the Federal Government.
Therefore, your next proposal, based on actual costs for the fiscal
year ending June 30, 2004, is due in our office by December 31,
2004.

(A) Agriculture Research and Education Center and Florida Medical Entomology Lab
within the Institute of Food and Agriculture Science.

*BASE:
Modified total direct costs, consisting of all salaries and wages,
fringe benefits, materials, supplies, services, travel and subgrants
and subcontracts up to the first $25,000 of each subgrant or subcontract
(regardless of the period covered by the subgrant or subcontract).
Modified total direct costs shall exclude equipment, capital
expenditures, charges for patient care, tuition remission, rental
costs of off-site facilities, scholarships, and fellowships as well as
the portion of each subgrant and subcontract in excess of $25,000.

U20301

TYPE

PRED.
PRED.
PRED.
PRED.
PRED.
PRED.
PRED.
PRED.
PRED.
PRED.
PRED.

h
h
h
h
h

Acts
Acts

e cited

(1)

University of Florida
"i

AGREEMENT DATE: December 29, 2000

SECTION II: SPECIAL REMARKS
a
TREATMENT OF FRINGE BENEFITS:
Fringe benefits are specifically identified to each employee and are charged individually
as direct costs. The directly claimed fringe benefits are listed below.

TREATMENT OF PAID ABSENCES:
Vacation, holiday, sick leave pay and other paid absences are included in salaries and
wages and are claimed on grants, contracts and other agreements as part of the nrc==l :os:
for salaries and wages. Separate claims for the costs of these paid absences are not
made.

OFF-CAMPUS DEFINITION: For all activities performed in facilities not owned by the
institution and to which rent is directly allocated to the projectss, the off-campus rate
will apply. Actual costs will be apportioned between on-campus and off-campus components.
Each portion will bear the appropriate rate.

Effective July 1, 2000, equipment means an article of nonexpendable tangible personal
property having a useful life of more than one year, and an acquisition cost of $1,000 or
more per unit.

The rates contained in this Agreement reflect the combined cost of the University of
Florida and The University of Florida Research Foundation, Inc., and will apply to grants
and contracts awarded to the Foundation.

A. LIMITATIONS:
The rates in this Agreement are subject to any statutory or administrative limitations and apply to a given grant, contract c
other agreement only to the extent that funas are available. Acceptance of the rates is subject to the following conditions:
(1) Only costs incurred by the organization were included in its facilities and administrative cost pools as finally accepted
costs are legal obligation.sof the organization and are allowable under the governing cost principles; (2) The same costs tha
been treated as facilities and administrative costs are not claimed as direct costs; (3) Similar types of costs have been ace
consistent accounting treatment; and (4) The information provided by the organization which was used to establish the rates i
later found to be materially incomplete or inaccurate by the Federal Government. In such situations the rates) would be subj
renegotiation at the discretion of the Federal Government.

B. ACCOUNTING CHANGES:
This Agreement is based on the accounting system purported by the organization to be in effect during the Agreement period. C.
to the method of accounting for costs which affect the amount of reimbursement resulting from the use of this Agreement require
prior approval of the authorized representative of the cognizant agency. Such changes include, but are not limited to, changes
the charging of a particular type of cost from facilities and administrative to direct. Failure to obtain approval may result
cost disallowances.

C. FIXED RATES:
If a fixed rate is in this Agreement, it is based on an estimate of the costs for the period covered by the rate. When the act
costs for this period are determined, an adjustment will be made to a rate of a future years) to compensate for the different
between the costs used to establish the fixed rate and actual costs.

D. USE BY OTHER FEDERAL AGENCIES:
The rates in this Agreement were approved in accordance with the authority in Office of Management and Budget Circular A-21
Circular, and should be applied to grants, contracts and other agreements covered by this Circular, subject to any limitations
above. The organization may provide copies of the Agreement to other Federal Agencies to give them early notification of the
Agreement.
-4s
E. OTHER:
If any Federal contract, grant or other agreement is reimbursing facilities and administrative costs by a means other than the
approved rates) in this Agreement, the organization should (1) credit such costs to the affected programs, and (2) apply the
approved rates) to the appropriate base, to identify the proper amount of facilities and administrative costs allocable to these
programs.
BY THE COGNIZANT AGENCY
BY THE INSTITUTION: ON BEHALF OF THE FEDERAL GOVERNMENT:
University of Florida

*UASEl
hodifi ed total direct costs, consisting of all salaries and wages,
fringe benefits, materials, supplies, services, travel and subgcants
t~d subcontracts up to the,first $25,000 of each subgrant or subcontract
(regardless of the period covered by the subgrant or subcontract).
Modified total direct costs shall exclude equipment, capital
expenditures, charges for patient care, tuition remission, rental
costs of off-site facilities, scholarships, and fellowships as well as
the portion of each subgrant and subcontract in excess of $25,000.

U60104 -

PRED.
PRED.
PRED.
PRED.
PRED.
PRED.
PRED.
PRED.
PROV.

INSTITUTION:
Florida International University

AGREEMENT DATE: May 14, 2001

SECTION II: SPECIAL REMARKS

TREATMENT OF FRINGE BENEFITS:
Fringe benefits are specifically identified to each employee and are charged individually
as direct costs. The directly claimed fringe benefits are listed .below.

TREATMENT OF PAID ABSENCES:
Vacation, holiday, sick leave pay and other paid absences are included in salaries and
wages and are claimed on grants, contracts and other agreements as part of the normal cnst
for salaries and"wages. Separate claims for the costs of these paid absences are not
made.

OFF-CAMPUS DEFINITION: For all activities performed in facilities' nst owned by the
instLtution and to which rent is directly allocated to the projectss, the off-campus rate
will apply. Grants or contracts will not be subject to more than one F&A cost rate. If
more than-50% of a project is performed off-campus, the off-campus rate will apply to the
entire project.
In addition, the off-campus rate will also be applicable to all other activities performed
in remote locations that are outside of Miami, Florida.

*BASE:
Modified total direct costs, consisting of all salaries and wages,
fringe benefits, materials, supplies, services, travel and subgrants
and subcontracts up to the first $25,000 of each subgrant or subcontract
(regardless of the period covered by the subgrant or subcontract).
Modified total direct costs shall exclude equipment, capital
expenditures, charges for patient care, tuition remission, rental
costs of off-site facilities, scholarships, and fellowships as well as
the portion of each subgrant and subcontract in excess of $25,000.

6. Estimate cost per image. Include costs such as scanning, quality control and indexing. Indicate the basis for
calculation: ? 0

7. Explain how you will describe the content through metadata, including which standard you will use (e.g.,
MARC, EAD, Dublin Core):
various layers of metadata: MARC21 (I-level cataloging); modified METS (i.e., PALMM MXF,
including extended fully-qualified Dublin Core [OAl-compliant]); TEI (local Subset) tagging for
text

8. Describe plans for preservation and maintenance of the digital files after the expiration of the grant period
(i.e., storage systems, migration plans, and funding):
Partners are encouraged to contribute digital masters to FCLA, currently in the 1st of a 3-year plan to
build an archival trusted-repository; the majority of partners have agreements with FCLA; masters
are stored on tape w/ routine inspection & periodic migration

9. If you are producing collection-level records, describe plans for submitting collection-level descriptive
records to a bibliographic utility, such as Research Libraries Information Network (RLIN) or OnlineComputer
Library Center (OCLC). State reasons for selecting any alternative approaches:
No collection level records. Item level records are routinely contributed to OCLC. The University of
Florida also contributes to RLIN via periodic tape load. As partner in RLG's Cultural Materials
Initiative, FCLA also, makes digital content available with OAl-compliant metadata via the Initiative.

10. Describe plans for submitting information about the project to a national level registry of digital resources,
such as the Association of Research Libraries' Digital Initiatives Database (http://www.arl.org/did/) or OCLC's
Cooperative Online Resource Catalog (http://www.oclc.org/corc). State reasons for selecting any alternative
approaches:
The project will be cataloged as an electronic resource, with PURL for project home page, via
OCLC. Record so entered should become available via CORC. Other PALMM projects have similar
OCLC cataloging.

Gainesville City Partnership:
Alachua County Historic Trust/Matheson Museum, Inc
Alachua County Clerk of the Court,
Alachua County District Library

Tampa City Partnership:
University of South Florida Libraries
Tampa Bay History Center
Henry B. Plant Museum

Key West Partnership:
Florida International University Libraries
Monroe County Board of Commissioners, Division of Community Services, Library Services
City of Key West
Key West Art & Historical Society

Florida Center for Library Automation

Florida Center for Information Technology, University of South Florida (stipulates responsibilities for creating
educational modules)

2003 IMLS National Leadership Grants
Partnership. Statement

Applicant Organization: University of Florida Libraries

Briefly list the activities that this organization has agreed to perform:

As the applicant organization, the University of Florida Libraries assumes all
administrative responsibilities for this project including budgetary oversight and
coordinating and tracking all partnered activities. Specific responsibilities related to
successful completion of the grant include: developing all aspects of the GIS
functionality including georectifying map images and creating appropriate mechanisms
for linking digital objects to the maps; text digitization and markup for city directories
and newspapers; digitization and metadata procedural implementation; assisting in Web
site design; and project evaluation.

Briefly list the activities that this organization has agreed to perform:

The Matheson Historical Center will make available for the project 30 museum objects
and 200 still images for digital capture,metadata creation, and Web serving. A hired
project technician will do the digital capture and metadata creation. The Florida Center
for Library Automation will archive the master uncompressed TIFF images and serve the
derivative image formats, e.g., jpegs, sids, and metadata. Ownership of the original
materials will be attributed to the Matheson Historical Center.

3. We, the undersigned institutions, agree to all of the following:
We will carry out the activities described above and in the Application
Narrative;
We will use any funds we receive from IMLS in accordance with applicable
Federal laws and regulations; and
We assure that our facilities and programs comply with applicable Federal
requirements.

Signature of Authorizing Official Applicant Organization Signature of Authorizing Official Partner Organization
Dale B. Canelas L/4 ( >. Pt-j
Name of Authorizing Official (Type or Print) Name of Authorizing Official (Type or Print)

Briefly list the activities that this organization has agreed to perform:

As the applicant organization, the University of Florida Libraries assumes all
administrative responsibilities for this project including budgetary oversight and
coordinating and tracking all partnered activities. Specific responsibilities related to
successful completion of the grant include: developing all aspects of the GIS
functionality including georectifying map images and creating appropriate mechanisms
for linking digital objects to the maps; text digitization and markup for city directories
and newspapers; digitization and metadata procedural implementation; assisting in Web
site design; and project evaluation.

Partner member (organizations): Alachua County Clerk-of the Courts

Briefly list the activities that this organization has agreed to perform:

As part of the Gainesville partnership of Ephemeral Cities, the Alachua County Clerk of
the Courts will:
1) Select, scan, and serve digital copies of 600 historic documents related to
Gainesville from the public records under the jurisdiction of the Alachua County
Clerk of the Courts.
2) Work with the project programmer to provide an interface between the digital
files on the server of the Alachua County Clerk of the Courts and the Ephemeral
Cities system architecture that will permit access to existing records by name,
date, etc.
3) Recommend appropriate methods for alerting users of the existing "Ancient
Records" files to the Ephemeral City project.

3. We, the undersigned institutions, agree to all of the following:
We will carry out the activities described above and in the Application
Narrative;
We will use any funds we receive from IMLS in accordance with applicable
Federal laws and regulations; and
We assure, that our facilities and programs comply with applicable Federal
requirements.

. Signature of Authorizing Official Applicant Organization
Dale. B. Canclas
Name of Authorizing Official (Type or Print)

Date/

Signature of Aut orizing OffiCial Partner Orginization
%1#. '/?aggy "/ c3
Name of Authorizing Official (Type or Prino

Date

*"

2003 IIMLS iationalLeadership Grants
Partnership Statement

Applicant Organization: University of Florida Libraries

Briefly list the activities that this organization has agreed to perform:

As the applicant organization, the University of Florida Libraries assumes all
administrative responsibilities for this project including budgetary oversight and
coordinating and tracking all partnered activities. Specific responsibilities related to
successful completion of the grant include: developing all aspects of the GIS
functionality including georectifying map images and creating appropriate mechanisms
for linking digital objects to the maps; text digitization and markup for city directories
and newspapers; digitization and metadata procedural implementation; assisting in Web
site design; and project evaluation.

Partner member: Alachua County Library District (ACLD)

Briefly list the activities that this organization has agreed to perform:

As part of the Gainesville partnership of Ephemeral Cities, the Alachua County Library
District will:

1) Select, scan, and make available on the ACLD server 200 still images for the
Ephemeral Cities project. It will also provide access to the 250 images that
were createfdas the digital Heritage Collection.
2) Assist in extracting metadata for all digital objects from existing records and
submit to the Florida Center for Library Automation for serving.
3) Coordinate the planning for and host the "My Town" event in Gainesville.

3. We, the undersigned institutions, agree to:

*Carry out our specified applicant or partnership activities as outlined above and
more fully described in the Application Narrative, and
Will use any funds we receive from IMLS in accordance with applicable
Federal laws and regulations.

Signature of Authorizing Official Applicant Organization Signature of Authorizing Official Partner Organization
Dale B. Canelas V W I I (rintS
Name of Authorizing Official (Type or Print) Name of Authorizing Official (Type or Print)
3/s- I-J0n

/

v

University of
South Florida

2003 IMLS National Leadership Grants
Partnership Statement

Applicant Organization: University of Florida Libraries

Briefly list the activities that this organization has agreed to perform:

As the applicant organization, the University of Florida Libraries assumes all
administrative responsibilities for this project including budgetary oversight and
coordinating and tracking all partnered activities. Specific responsibilities related to
successful completion of the grant include: developing all aspects of the GIS
functionality including georectifying map images and creating appropriate mechanisms
for linking digital objects to the maps; text digitization and markup for city directories
and newspapers; digitization and metadata procedural implementation; assisting in Web
site design; and project evaluation.

Partner member (organizations): University of South Florida Libraries

Briefly list the activities that this organization has agreed to perform:

As part of the Tampa partnership of Ephemeral Cities, University of South Florida will:
1) Select, digitize, catalog (as needed), and provide metadata for 2,000 textual
items, 1,000 still graphics, and 50 museum objects
2) Provide copies of the textual images to the University of Florida for
conversion and markup
1) Catalog records will be entered into the state university libraries online
catalog WebLUIS and into the national union catalog OCLC.
2) Create standardized metadata records and submit the metadata and the
described digital objects to the Florida Center for Library Automation for
serving and storage.
3) Provide technical assistance to any other Tampa partners.

3. We, the undersigned institutions, agree to all of the following:
We will carry out the activities described above and in the Application
Narrative;
We will use any funds we receive from IMLS in accordance with applicable
Federal laws and regulations; and
We assure that our facilities and programs comply with applicable Federal
requirements.

USF Library System University of South Florida 4202 East Fowler Avenue, LIB 122 Tampa, Florida 33620-5400
(813) 974-1642 FAX (813) 974-5153
The University of South Florida is an Affirmative Action/Equal Access/Equal Opportunity Institution

Signature of Authorizing Official Applicant Organization

Dale. B. Canelas
Name of Authorizing Official (Type or Print)
3/25/03
Date

Briefly list the activities that this organization has agreed to perform:

As the applicant organization, the University of Florida Libraries assumes all
.administrative'responsibilities forthis-project including budgetary oversight
and coordinating and tracking all partnered activities. Specific responsibilities
related to successful completion 6f the grant include: developing all aspects of
the GIS functionality including eorectifying map images and creating.appro-
priate mechanisms for linking digitalobjects'to the maps; text digitization and
markup for city directories and newspapers; digitization and metadata proce-
dural implementation; assisting in Web site design; and project evaluation.

Partner member: Tampa Bay History Center

Briefly list the activities that this organization has agreed to perform:

The Tampa Bay History Center will make available for the project 50 museum
objects for digital capture, metadata creation, and.Web serving. A hired project
technician will do the digital capture and metadata creation. ,The Florida
Center for Library Automation will archive the master uncompressed TIFF
images and serve the derivative image formats, e.g.;jpegs, sids, and inetadata.
Ownership of the original materials will be attributed to the Tampa Bay
History Center.

3. We, the undersigned institutions, agree to all of the following:
a We-will carry out the activities described above and in the Application-
Narrative;
- a We will use any funds we receive from IMLS in accordance with applicable
Federal laws and regulations;and '
w We assure that our facilities and programs comply-with applicable Federal
requirements. ,

Signature of Authorizing Official-Applicant Organization

S -Dale B. Canelas. Director for lniZvers.ity Libraries
Name of Authorizing Official (Type or Print)

3/25/03
* Date -

Signature of Athorizing Official Partner Organization

Robert S. Blount mII President & CEO
Name of Authorizing Offfcial (Type or Print)

Briefly list the activities that this organization has agreed to perform:

As the applicant organization, the University of South Florida Libraries assumes all
administrative responsibilities for this project including budgetary oversight and
coordinating and tracking all partnered activities. Specific responsibilities related to
successful completion of the grant include: developing all aspects of the GIS
functionality including georectifying map images and creating appropriate mechanisms
for linking digital objects to the maps; text digitization and markup for city directories
and newspapers; digitization and metadata procedural implementation; assisting in Web
site design; and project evaluation.

Partner member: Henry B. Plant Museum

Briefly list the activities that this organization has agreed to perform:

The Henry B. Plant Museum will make available for the project 50 museum objects for
digital capture, metadata creation, and Web serving. A hired project technician will do
the digital capture and metadata creation. The Florida Center for Library Automation
will archive the master uncompressed TIFF images and serve the derivative image
formats, e.g., jpegs, sids, and metadata. Ownership of the original materials will be
attributed to the Henry B. Plant Museum.

3. We, the undersigned institutions, agree to all of the following:
We will carry out the activities described above and in the Application
Narrative;
We will use any funds we receive from IMLS in accordance with applicable
Federal laws and regulations; and
We assure that our facilities and programs comply with applicable Federal
requirements.

Signature of Authorizing Official Applicant Organization SigntureA Authorizing Official rtner Organizatior
Dale B. Canelas, Dir. University Libraries Cynthia Gandee
Name of Authorizing Official (Type or Print) Name of Authorizing Official (Type or Print)
3/25/03 March 12, 2003
Date Date

2003 IMLS National Leadership Grants
Partnership Statement

Applicant Organization: University of Florida Libraries

Briefly list the activities that this organization has agreed to perform:

As the applicant organization, the University of Florida Libraries assumes all
administrative responsibilities for this project including budgetary oversight and
coordinating and tracking all partnered activities. Specific responsibilities related to
successful completion of the grant include: developing all aspects of the GIS
functionality including georectifying map images and creating appropriate mechanisms
for linking digital objects to the maps; text digitization and markup for city directories
and newspapers; digitization and metadata procedural implementation; assisting in Web
site design; and project evaluation.

Partner member (organizations): Florida International University Libraries

Briefly list the activities that this organization has agreed to perform:

As part of the Key West partnership of Ephemeral Cities, Florida International University
Libraries will:
1) Catalog all items selected for digitization by the partnership. These records
will be entered into the state university libraries online catalog WebLUIS and
into the national union catalog OCLC.
2) Create and submit metadata records and the described digital objects to the
Florida Center for Library Automation in accord with established standards.
3) Provide technical assistance in scanning to other Key West partners.

3. We, the undersigned institutions, agree to all of the following:
We will carry out the activities described above and in the Application
Narrative;
We will use any funds we receive from IMLS in accordance with applicable
Federal laws and regulations; and
We assure that our facilities and programs comply with applicable Federal
requirements.

Signature of Authorizing Official Applicant Organization nature of Authorizg Official Partne organization
Dale. B. Canelas Laurence Miller
Name of Authorizing Official (Type or Print) Name of Authorizing Official (Type or Print)

Date Date /

2003 IMLS National Leadership Grants
Partnership Statement

Applicant Organization: University of Florida Libraries

Briefly list the activities that this organization has agreed to perform:

As the applicant organization, the University of Florida Libraries assumes all
administrative responsibilities for this project including budgetary oversight and
coordinating and tracking all partnered activities. Specific responsibilities related to
successful completion of the grant include: developing all aspects of the GIS
functionality, including geo-rectifying map images and creating appropriate mechanisms
for linking digital objects to the maps; text digitization and markup for city directories
and newspapers; digitization and metadata procedural implementation; assisting in Web
site design; and project evaluation.

Partner member (organizations): Monroe County Board of Commissioners, Division of
Community Services, Library Services

Briefly list the activities that this organization has agreed to perform:

As part of the Key West partnership defined in this grant, the Local History Department,
May Hill Russell Public Library of Monroe County Public Library will provide local
coordination of item selection for digitization. 2000 pages of textual materials and 215
still graphics will be made available and scanned from the Local History collection. An
additional 600 photographs from a current "Milemarkers" grant project will be made
available to this project.

3. We, the undersigned institutions, agree to all of the following:
We will carry out the activities described above and in the Application
Narrative;
--i--We will use any funds received from IMLS in accordance with applicable
-- L.Federal laws and regulations; and
S '; 3 VW'assure that our facilities and programs comply with applicable Federal
: r requirements, as specified in the grant application guidelines.
'-, DirT I.P -KOLHUGECLERK
., u,. .. /,I,-KOU+ EC, < j. ,
Signatii-reofAuthorizing Official Applicant Organization Sigfatureof Authorizing Offic artner Organization
Dale B. Canelas, Dir., Univ. Libraries Mayor Dixie Spehar, Monroe County Board of Commissioners
Name of Authorizing Official (Type or Print) Name of Authorizing Official (Type or Print)
03-I 9-Os" o' 3- / 9-o 3

Date

A OF^VED AS TO FORM
AND ALSUFFIICY

NNEA.: JTTON
... 0.0/

2003 IMLS National Leadership Grants
Partnership.Statement

Applicant Organization: University of Florida Libraries

Partner member: City of Key West

Briefly list the activities that this organization has agreed to perform:

As part of the Key West partnership defined in this grant, the City of Key West will make
available for digitization five rolls of microfilm of 1890's era meeting minutes, police
dockets and resolutions.

We, the undersigned institutions, agree to all of the following:
We will carry out the activities described above and in the Application
Narrative;
We will use any funds received from IMLS in accordance with applicable
Federal laws and regulations; and
We assure that our facilities and programs comply with applicable Federal
requirements, as specified in the grant application guidelines.

Signature ofAu n izing Official Applicant zaon
JIMMY WEEKLY I
Name of Authorizing Official (Type or Print)
MARCH 18, 2003
Date

Signature of Authorizing Official Partner Organization
Dale B. Canelas, Director for University Libraries
Name of Authorizing Official
3/25/03
Date

Briefly list the activities that this organization has agreed to perform:

As part of the Key West partnership defined in this grant, the Key West Art &
Historical Society will make available for digitization 50 items from their
collection. Approximately 15 items are three-dimensional and the remaining
35 items are textual materials or still photographs.

We, the undersigned institutions, agree to all of the following:
We will carry out the activities described above and in the Application
Narrative;
We will use any funds received from IMLS in accordance with
applicable
Federal laws and regulations; and
We assure that our facilities and programs comply with applicable
Federal requirements, as specified in the grant application guidelines.

Signature of Authorizing Official Applicant Organization
Dale B. Canelas
Name of Authorizing Official (Type or Print)

Date

Signature of Authozing Officialre Orgn tion

Name of Authorizing Official

Date

'I

2003 IMLS National Leadership Grants
Partnership.Statement

Applicant Organization: University of Florida Libraries

Briefly list the activities that this organization has agreed to perform:

As the applicant organization, the University of Florida Libraries assumes all
administrative responsibilities for this project including budgetary oversight and
coordinating and tracking all partnered activities. Specific responsibilities related to
successful completion of the grant include: developing all aspects of the GIS
functionality including georectifying map images and creating appropriate mechanisms
for linking digital objects to the maps; text digitization and markup for city directories
and newspapers; digitization and metadata procedural implementation; assisting in Web
site design; and project evaluation.

Briefly list the activities that this organization has agreed to perform:

1) To ingest, serve and archive the digital images and metadata created as part of
the Ephemeral Cities project that are compliant with existing PALMM
standards.
2) To assist in the development of Ephemeral Cities as a PALMM project.

3. We, the undersigned institutions, agree to all of the following:
We will carry out the activities described above and in the Application
Narrative;
We will use any funds we receive from IMLS in accordance with applicable
Federal laws and regulations; and
We assure that our facilities and programs comply with applicable Federal
requirements.

Signature of Authorizing Official Applicant Organization Signatur of Authorizing ffic laPartner organization
Dale. B. Canelas James F. Corey_
Name of Authorizing Official (Type or Print) Name of Authorizing Official (Type or Print)

4//s10

Date

~~3 ~o

2003 IMLS National Leadership Grants

Partnership. Statement

Applicant Organization: University of Florida Libraries

Briefly list the activities that the University of Florida Libraries has agreed to perform:

As the applicant organization, the University of Florida Libraries assumes all
administrative responsibilities for this project including budgetary oversight and
coordinating and tracking all partnered activities. Specific responsibilities related to
successful completion of the grant include: developing all aspects of the GIS
functionality including georectifying map images and creating appropriate mechanisms
for linking digital objects to the maps; text digitization and markup for city directories
and newspapers; digitization and metadata procedural implementation; assisting in Web
site design; and coordinating project evaluations.

Partner member: Florida Center for Instructional Technology, University of South
Florida

FCIT would be responsible for:

1. determining the theme of the 15 modules in consultation with other partners.

2. research content for each module and write passage at appropriate grade level.
(Five at an adult level and ten at the level used for passages on the fourth grade
FCAT. Note that the level used for fourth grade FCAT passages is significantly
above most fourth grader's independent reading level.)

3. produce "FCAT-like" questions for each of the ten student modules.

4. verify content with subject matter experts.

5. produce appropriate reading strategies for each of the ten student passages. (Note
that there may be some duplication between strategies for these new passages and
the strategies for the existing passages and additional passages being developed
under another grant. There are only so many recommended strategies.)

6. produce teacher's notes for each of the student passages including alignment to
the Sunshine State and the National Geography Standards.

8. design any necessary student handouts for the suggested activities.

9. create original line art to illustrate the fifteen passages.

10. create any original line art, diagrams, or other graphics needed for the
supplementary materials.

11. format the above materials into web pages and/or PDFs as directed by lead
partner.

12. pilot test modules with appropriate students and teachers.

13. make any necessary revisions.

We, the undersigned institutions, agree to all of the following:
We will carry out the activities described above and in the Application
Narrative;
We will use any funds received from IMLS in accordance with applicable
Federal laws and regulations; and
We assure that our facilities and programs comply with applicable Federal requirements,
as specified in the grant application guidelines.

Signature of Authorizing Official Applicant Organization

Dale B. Canelas
Name of Authorizing Official (Type or Print)

Date

Signature of Authorizing Official Partner Organization

?6w WanKxlma4n
Name of Auorizing Official

Date

i "INTERNAL REVENUE SERVICE
,WASHINGTON 25. 0. C.

Smy o oi
OCT 3 1 19S1 2R:Eo:.,N

University of Florida
Gainesville, Florida

Gentlemen:

In a ruling dated July 7, 1961, it was held that you are not exempt
from Federal income tax under section 501(a) of the Internal Revenue
Code of 1954 as an organization described in section S01(c)(3) of
the Code. On July 27, 1961, you were granted an exter.sion of time
to October 10, 1961, within which to file a protest to our ruling.

In view of Public Law 87-370, 87th Congress, H.R. 4317, passed by
the Congress and signed on October 4, 1961 by the President of the
United States, making the provisions of section 403(b) of the Code
applicable to "an educational institution (as defined in section
151(e)(L))," of which the employer is "a State, a political subdivi-
sion of a State, or an agency or instrumentality of any one or more
of the foregoing", it appears that your purpose in filing an applica-
tion for exemption has been served, and no further action is conten-
plated by this office.

A review of our records discloses that in a ruling dated February 12,
1945, it was held that you are an instrumentality of the State of
Florida. As s-h vynu = &nt *ubeet to Federal income tax and are
not rm-ir-id to file Federal income tax returns, In a letter dated
April 7, 1953, you were informed that the ruling of December 12, 1945
remains in effect. This ruling is affirmed at this time.

If you have any further inquiries in this matter, it is suggested that
you take them up with your District Director of Internal Revenue, who
is being furnished a copy of this letter.
Very truly yours,

S7-1hief, Exempt Organisations Branch

IS9 !V SE I6 AO;J

Applicants) Organizational Profiles

Gainesville City Partnership:
University of Florida Libraries
Alachua County Historic Trust/Matheson Museum, Inc
Alachua County Clerk of the Court
Alachua County District Library

Tampa City Partnership:
University of South Florida Libraries
Tampa Bay History Center
Henry B. Plant Museum

Key West Partnership:
Florida International University Libraries
Monroe County Board of Commissioners, Division of Community Services, Library Services
City of Key West
Key West Art & Historical Society

Florida Center for Library Automation

Florida Center for Information Technology, University of South Florida

Organizational Profile: University of Florida Libraries

Located in Gainesville, Alachua County, the Libraries of the University of Florida form
the largest information resource system in the state of Florida. The Libraries of the
University of Florida consist of eight libraries. Six are in the system known as the George
A. Smathers Libraries of the University of Florida and two (Health Sciences and Legal
Information) are attached to their respective administrative units. Together the Libraries
hold over 3,000,000 catalogued volumes, 4,200,000 microforms, 1,000,000 documents,
550,000 maps and images, and 20,000 computer datasets. FTE staffing at the Libraries
includes 103 professionals, 210 support staff, and 92 student assistants. The Libraries
serve over 35,000 students and a faculty of 1,536. The operating budget for 1999-2000
was $23.2 million. Recent grant administrative experience within the Libraries includes
an IMLS grant "Linking Florida's Natural Heritage: Science & Citizenry,"
(http://palmm.fcla.edu/lfnh/), two LSTA grants "FEFDL Florida Electronic Federal
Depository Library," (http://www.uflib.ufl.edu/fefdl/) and "From the Air: the
photographic record of Florida's lands," and an NEH grant "Literature for Children."
(http://palmm.fcla.edu/juv/)

The Departments that will be involved in the Ephemeral Cities project include:
Digital Library Center, the GIS Coordinator of the Documents Department; the Special
Collections Department, the Resource Services (Cataloging), and the Systems
Department.

The Alachua County Historic Trust: Matheson Museum, Inc.

The Alachua County Historic Trust: Matheson Museum, Inc. is a 501(c)3 nonprofit
organization founded in 1994. Its mission is to interpret the history of Gainesville and
Alachua County through exhibitions, public programs, educational programs, and
publications, and by collecting and preserving original and secondary material that help
to illuminate our past. The museum complex includes the Museum building, the old
American Legion Hall (1932), the Matheson House (1867), the Tison Tool Museum and
Sweetwater Park, adjacent to the Museum.

The Museum's collections focus on Alachua County, North Central Florida, and include
some general Florida historical material. Highlights include over 20,000 historic Florida
postcards from every county in the state; 1,500 Florida stereoview cards; a large
collection of illustrations of Florida from Frank Leslie's Illustrated Newspaper and
Harper's Weekly newspaper; the Bone Photograph Collection, featuring photographs
taken by local professional photographer Elmer Bone from the 1920s-1950s (10,000
images); a general Alachua County photograph file (5,000 images); 100+ cubic feet of
records of local businesses, families and civic and social groups; and 600 1000 objects
(uncatalogued), dating from 1600s to present, and encompassing everything from
arrowheads to period Eastlake furniture. The Museum's library boasts nearly 3,000
books on Florida history and culture subjects, City of Gainesville Directories dating from
1906, 400 novels set in Florida, and a 70 cubic-foot Alachua County history subject file
of secondary source material.

The Museum is open Tuesday-Friday, 9:30 am 1:30 pm, the second and fourth
Saturday of the month, (Iam 4 pm, and Sundays from 1-5 pm. Admission is free.
Annual visitor attendance is nearly 5,000.

The Executive Director will have management responsibility for the Ephemeral Cities
project. Other staff and volunteers will participate, and the Museum will hire an
additional temporary technician to assist with the project.

Mission: The mission of the Archives Division is to preserve and make available the
legal history of the people of Alachua County. The division seeks to achieve this goal
through the preservation of the extant records, the indexing and cataloging of those
records, and through the process of digitizing records to make them available via remote
access. The aspect of the division regarding Public Records is regulated by the Florida
Public Records Law, Florida Administrative Code, Rules of Court, Advisory Opinions,
and specific inclusion within statutory law. Oversight of all regulations regarding Public
Records is through the Department of State, Division of Library and Information
Services, Bureau of Archives and Records Management.

Service Area: The Archives Division serves anyone seeking information about the legal
history of the county. We regularly provide information to attorneys, law enforcement
agencies, the courts, federal, state and local agencies, as well as ordinary citizens seeking
information regarding genealogy, ancestry, property ownership, and other legal actions.

Level of Service: The Division has a continuing program of digitizing, indexing and
transcribing historical records. The Ancient Records Coordinator has developed a
dedicated group of online volunteers that index and transcribe records that have been
digitized. Many volunteers are researching their own genealogy, and there is an emphasis
on indexing Marriage Records, Probate Records, and Deeds, since through these records
family history is most often traced.
The Division also researches and locates stored court files, dockets, indices, and other
records of legal actions for all of the parties listed in the Service Area.

The Archives Division is a division of the office of the Clerk of the Circuit and County
Court, J. K. "Buddy" Irby, Clerk.

The individual primarily responsible for the management of the project activities will be
the Ancient Records Coordinator.
The Archives Division Manager will supervise the Ancient Records Coordinator, and will
liaison with the Clerk of the Court and Assistant Clerks as needed.

Chapter 98-502, Laws of Florida, establishes the Alachua County Library District, an
independent special taxing district, as the sole provider of library services in Alachua
County. The District and Alachua County's boundaries are congruent.
The District's Governing Board is composed of three members of the Board of Alachua
County Commissioners and two members of the Gainesville City Commission.
"Governors" are selected by their respective Commissions to serve on the Library
District Governing Board.
The Governing Board may levy ad valorem taxes up to 1.5 mills for operational
expenses and all millage necessary to pay the principal and interest on general
obligation bonds. The District also has authority to issue limited tax bonds for capital
improvement purposes and General Obligation Bonds with referendum approval.
The Alachua County Library District provides public library service to a county-wide
population of approximately 217,955 (2000 Census). The District is a centralized
system with a Headquarters Library located in downtown Gainesville. Two urban
branches are located in the northwest (Millhopper Branch) and southwest (Tower Road
Branch) areas of Gainesville, seven rural branches reside in the municipalities of
Alachua, Archer, Hawthorne, High Springs, Micanopy, Newberry and Waldo. In addition
to these ten facilities, the Library District operates one bookmobile, with a second
bookmobile to begin service on October 6, 2001.
With a Fiscal Year 2001-2002 operating budget of $10,781,061, the Library District
provides a wide range of services, programs and access to resources for the citizens of
all ages in Alachua County.
For the Ephemeral Cities project, the following staff will perform the duties specified:
Nance Lempinen-Leedy, Project Coordinator and Adult Services Manager of the
District, will coordinate the project related aspects at the Headquarters
Library, supervise other library staff affiliated with the project, and liaison with
project partners.
Bobby Ruth Powell, Project Librarian, will select 200 items to include in the project,
research images, write image description, and assign descriptors and subject
headings. She will work with the Project Scanner, Project Cataloger and
report to the ACDL Coordinator.
Virginia Fettes, Project Cataloger, will catalog the 200 items.
Jeff Dreisin, Project Scanner, will scan and quality control the images of the 200 items
following established procedures.

An Equal Opportunity Employer MFVD
TDD (352)334-3904

University of South Florida Institutional Profile

The University of South Florida (USF), established in 1956 as a public university, is a
comprehensive multi-campus research university serving more than 39,000 students. With four
campuses, USF is home to medical clinics and hospitals, a major mental health research
institute, and two public broadcasting stations and a Radio Reading Service which serves more
than 12,000 blind and print-handicapped individuals. The University employs more than 2,179
full-time instructional faculty and 2,977 full-time staff. USF generates over $186.2 million annually
in sponsored research. Its endowment exceeds $245.8 million and includes 53 endowed chairs.
USF is classified as a Doctoral/Research University-Extensive, which is the highest classification
by the Carnegie Foundation.

The largest metropolitan research university and the second largest in total enrollment in the
State University System of Florida, USF offers a wide variety of degree programs with both basic
and applied orientations, including 79 baccalaureate, 83 master's, 30 doctoral degrees including
the M.D. These degree programs are in the University's Division of Academic Affairs and are
administered by ten schools and colleges: Architecture and Community Design, Arts and
Sciences, Business Administration, Education, Engineering, Marine Science, Medicine, Nursing,
Public Health, and Visual and Performing Arts.

Students from every state in the union study alongside peers from more than 100 foreign nations.
African-American, Asian-American, Hispanic and Native American students make up 29.5
percent of the USF student body, while six of every ten USF students are female..

Scholarship and research are supported by a first-rate library system that contains more than 1.7
million volumes, 567,000 U.S. governmentFlocuments, 20,000 periodical subscriptions, 4.25
million microforms and 60,000 audiovisual units. USF's commitment to technology is evident in
its 'Virtual Library" which offers several hundred subscription databases, nearly 5,000 full-text
electronic journals, and over 13,000 selective-text periodicals accessed through aggregator
databases. 0

The activities of the Ephemeral Cities project will be centered at the USF Tampa Library that
serves as the University of South Florida Library System's research center. The USF Library is a
state-of-the-art facility. Over 300 public access PC's, open-access student computer labs,
electronic post office, networked teaching labs, full-text electronic resources and the state's first
full-text electronic reserve put the USF libraries in a position to offer students, faculty and staff the
best possible instruction and research support to assist in their academic achievements.

The work on the Ephemeral Cities will be coordinated out of offices of the Project Coordinator
Larry Heilos, Director of Special Collections, University of South Florida Libraries. Other library
departments involved include the USF Libraries Digitization Services Unit, GIS, and Preservation,
and another campus unit the Florida Studies Center.

The Tampa bay History Center is a non-profit educational institution currently operating
a history and heritage museum and research library in downtown Tampa, Florida.
Through quality exhibits, programs and research, the History Center seeks to preserve
and teach the remarkable history of the Tampa Bay area.

Gallery exhibits show the geographical historical and multicultural influences that have
shaped the region through the centuries, from 12,000 years ago to the present. Traveling
exhibits highlight Florida and regional histories.

The selection of the 50 items to be incorporated in the Ephemeral Cities project will be
done under the direction of Robert S. Blount, III, President & CEO.

Organizational Profile: Henry B. Plant Museum, Tampa, FL

The Henry B. Plant Museum interprets the turn-of-the-century Tampa Bay Hotel and the
lifestyles of America's Gilded Age. Critical to the success of this mission is the
restoration and preservation of this National Historic Landmark, an opulent 1891 railroad
resort, and the artifacts significant to its history and the life and work of Henry Bradley
Plant. Through educational exhibits and events, the museum transports visitors of all
ages and backgrounds to the late Victorian period, the beginnings of Florida's tourist
industry, and the early years of the City of Tampa.

Collections

The Henry B. Plant Museum is the only 19th century railroad resort hotel museum in the
U.S. and perhaps the world.

The historic building, which features exotic Moorish Byzantine architecture, is our
primary exhibit. The museum artifacts are related to the history and development of the
Tampa Bay Hotel, Henry B. Plant, his railroads, steamships and other hotels comprising
The Plant System.

The Museum showcases original furnishings and artifacts from the building, the former
Tampa Bay Hotel. These artifacts were gathered in Europe by Mr. and Mrs. Plant to
furnish the hotel between 1886 and 1891. The collection fields include: European,
Japanese, and Chinese furnishings, floor vases, porcelains bronzes, statuary, American
and European paintings, decorative arts, original hotel advertising brochures, hotel
menus, hotel china, dance cards, photographs and correspondence.

Items to be incorporated in the Ephemeral Cities project will be selected by Cynthia
Grandee, Executive Director of the Museum.

Organizational Profile: Florida International University Libraries

The Libraries serve as primary information centers for students, faculty, and staff at
"Miami's public research university"-Florida International University (FIU). As part of the
ten-campus university system of Florida, FIU Libraries work cooperatively with the state
university libraries (SUL) and the Florida Center for Library Automation (FCLA) to "serve the
citizens of Florida" and publish scholarly digital collections and indexes of historical
significance under the Publication of Archival, Library & Museum Materials umbrella
(PALMM). This work includes cooperative production of guidelines and procedures for
digitization, technical processing, and website design for all PALMM projects.

Digital library projects relevant to the students, research community, and general citizens
of south Florida are of particular interest to the FIU Libraries. The Urban & Regional section of
the Government Documents Department at FIU manages the selection and digitization of local
historical materials and coordinates project processes with partner institutions across the State.
The Cataloging Department at FIU Libraries creates standards-compliant metadata and
cataloging records to share in state, national, and international union catalogs.

for the library system, reporting directly to the Director of Libraries.

Organizational Profile
City of Key West, Florida

Key West, a tropical paradise, envisions itself to be a role model city, known for the respect of our
diverse people and our environment. We will strive to be a user-friendly city, establishing an
atmosphere of trust and confidence by providing quality, professional service. We are a city that
cares.

Our mission is to maximize services to our customers in the most cost effective way. We will
accomplish this through teamwork, high employee morale, sufficient staffing and quality training
by establishing a partnership with the community and safeguarding the health, safety and welfare
of our customers.

1. SAFETY is our primary consideration in all our actions.
2. Act with INTEGRITY for the sake of the reputation or your organization and yourself.
3. We will recognize and RESPECT everyone as a customer and TREAT HIM OR HER
WITH CONSIDERATION.
4. We will be ACCOUNTABLE for our actions.
5. We will accomplish our mission and vision through TEAMWORK

City Clerk's Office
Mission
* Be Professional and above reproach.
* Provide administrative support to all departments of the City and general public.
* Maintain records of all major activities of the City for the public record and legal
purpose.
* Provide accurate, prompt, and courteous response to written or verbal requests for
information.
* Index, file and safeguard all principal papers of record pertaining to the City
operation.
* Maintain minutes of City Commission and Board of Adjustment meetings.
* Maintain City Charter and Code of Ordinances.
Vision
* To be ever mindful of neutrality and impartiality, rendering service to all.
* To uphold constitutional government and the laws of the community.
* Track legislative bills affecting the City.
* Participate in the development of the Citywide records management system.

The City Clerk is the official records keeper for the City. The City Clerk is appointed
by the City Commission. The City Clerk is also the chief elections administrator for
municipal elections and special elections in Key West. The Clerk also serves as a
member of the Elections Canvassing Board.

For the Ephemeral Cities project, the City Clerk will make available for digitization
five rolls of microfilm of 1890's era meeting minutes, police dockets and resolutions.

ORGANIZATIONAL PROFILE: Key West Art and Historical Society

The Key West Art and Historical Society is a 501 (c) 3 non profit
organization founded in 1949. Its mission is to promote the humanities, art
and history of the Florida Keys by educating the public, and collecting,
preserving and exhibiting significant art, artifacts and historical
properties. The Society operates three historic sites:
The Key West Lighthouse Museum and Keepers' Quarters (1847)
The East Martello Museum and Gallery (1862)
The Key West Museum of Art and History at the Custom House (1891)
All three sites are on the National Register of Historic Places.

The Museums' permanent collection consists of 6481 items. Of these 3190 are
historical objects (military, social/political, economic/industrial,
artifacts and natural objects) 1491 are fine art (paintings, sculpture,
prints, etc.), and 1800 are photographic (both negatives and positive
images, along with historical glass negatives.) Hundreds of items from our
collection are on display at any given time at one of our three museums.

Highlights from our collection include a large concentration of USS MAINE
memorabilia, Spanish American War militaria, several hundred 19th and early
20th century postcards featuring historic structures in the Florida Keys
along with personal collections frorn Ernest Hemingway and Tennessee
Williams.

Our library includes oveF 1,000 books on Florida history and culture
including archival materials from 19th century Key West businesses.

All of the museum are open everyday except Christmas and all have admission
fees. Our annual visitor attendance is 150,000.

The following staff will assist with the Ephemeral Cities Project:

Claudia Pennington, Executive Director, oversees staff members to select
artifacts, historic photographs and archival materials for the Ephemeral
Cities project.
Norman Aberle, Curator, runs data base search to identify objects in KWAHS
collection from the 1889-1899 period. He then locates the objects (in
our mOseums or in archival storage) for the imaging process.
Brewster Chamberlin, registrar, prepares archival background information to
assure historical accuracy on each of the selected items.

Organization Profile: Florida Center for Library Automation

The Florida Center for Library Automation (FCLA) was established in 1985 to provide
technology support to the state university libraries in their mission of providing resources
for learning and scholarship. FCLA is administratively part of the University of Florida,
but exists to serve all ten public universities: Florida Atlantic University in Boca Raton,
Florida International University in Miami, Florida Gulf Coast University in Fort Myers,
the University of Central Florida in Orlando, the University of South Florida in Tampa,
the University of North Florida in Jacksonville, the University of West Florida in
Pensacola, Florida State University and Florida A & M University in Tallahassee, and the
University of Florida in Gainesville. FCLA directly serves the library staff of the ten
universities (960 full time staff, plus students and part-time employees) and indirectly
serves the more than 200,000 students and 15,000 faculty of the university system. The
catalogs and information systems developed and run by FCLA are also available to the
756,000 members of the community college system, as well as to any interested
individual, with or without academic affiliation. FTE staff at FCLA includes 30
professionals including 10 librarians and 15 programmers experienced in library
applications. The online library catalogs run by FCLA are heavily used, servicing more
than 1.3 million searches a month.

Most recently, FCLA has assisted academic libraries in managing their collections of
digital text, images and other media. FCLA initiated the PALMM (Publication of
Archival, Library and Museum Materials) program to help make library materials
available on the Internet to anyone with a Web browser. Currently there are fourteen
active PALMM projects, covering topics ranging from herbarium specimens to juvenile
literature. The Florida Heritage Collection (http://palmm.fcla.edu/fh/) is a collaborative
project of all public university libraries. Important texts and still images on Florida's
history, culture, arts, literature, and natural environment are digitized and the images and
associated metadata are sent to FCLA. FCLA loads the images on its own computer
servers and provides the software applications that allow users to search metadata records
and display the item.

Recent grant administrative experience within FCLA includes a 2002 IMLS grant,
"Central Digital Archiving Facility," a 2001 LSTA grant, "Enhanced Access to Special
Collections in the Libraries of Florida's State Universities," and collaborative LSTA
grants with the University of Florida ("From the air: the photographic record of Florida's
Lands") and Florida International University ("Milemarkers: Linking Keys History").

Priscilla Caplan, Assistant Director for Digital Library Services will supervise the work
done for the Florida Cities project. Her staff includes both the image manager and the
Web interface designer.

Organizational profile: Florida Center for Instruction Technology (FCIT),
University of South Florida

FCIT is a center located in the College of Education, University of South Florida.
The Director of FCIT reports to the FCIT advisory Board, which includes two
deans of the USF College of Education. There is currently one Assistant Director
and a staff of about 20 full- and part-time employees located in Tampa, Miami,
Ocala, Jacksonville, Tallahassee, Key Largo, and Chicago. FCIT staff includes
qualified instructional designers, programmers, graphic artists, video editors, and
trainers. Approximately half of the staff come from teaching backgrounds.

I Application Forms

IMLS Assurances

2003 IMLS National Leadership Grants

The IMLS is required to obtain from all applicants certifications regarding federal debt
status, debarment and suspension, non-discrimination, and a drug-free workplace. Appli-
cants requesting more than $100,000 in grant funds must also certiJy regarding lobbying
activities and may be required to submit a "Disclosure ofLobbying Activities" (Standard
Form LLL). Some applicants will be required to certify~ that they will comply with other
federal statutes that pertain to their particular situation. These requirements are incorpo-
rated in the Assurances Statement below. Review the Statement and sign the certification
form. Ifyou receive a grant, you must comply with these requirements.

(The applicant organizations authorizing official should sign the following certifica-
tion after all other parts of the application form have been completed)

I have examined this application, and I hereby certify on behalf of the applicant
organization that
1) the information provided is true and correct; and
2) all requirements for a complete 2003 IMLS application have been fulfilled;
and
3) the applicant is providing and will comply with the applicable certifications
regarding federal debt status, debarment and suspension, nondiscrimination,
drug-free workplace, and lobbying activities as set forth in the Assurances
statement below. "

Should my organization receive a grant, the organization and I will comply with
all grant terms and conditions, all requirements of the IMLS Grants Regulations (45
CFR Part 1180 et seq.), all statutes outlined below, and all other applicable Federal
statutes andre nations.
UL3I? l@3

IMLS Regulations are available upon request.

ASSURANCES STATEMENT

By signing the application form, the authorizing official, on behalf of the
applicant, assures and certifies that, should a grant be awarded, it will comply with
the statutes outlined below and all related IMLS regulations. These assurances are
given in connection with any and all financial assistance from IMLS after the date
this form is signed, but may include payments after this date for financial assistance
approved prior to this date. These assurances shall obligate the applicant for the
period during which the Federal financial assistance is extended. The applicant
recognizes and agrees that any such assistance will be extended in reliance on the
representations and agreements made in these assurances, and that the United States
government has the right to seekjudicial enforcement of these assurances, which are
binding on the applicant, its successors, transferees, and assignees, and on the
authorized official whose signature appears on the application form.

CERTIFICATION
OF
AUTHORIZING
OFFICIAL

Date

Signature of Authorizing Official
Brian Prindle
NameaocnTite iofutor ingf Res alrch (pr
Name and Title of Authorizing Official (printed or typed)

Attachment B: Descriptions of Collections to integrated in this project, ,

Agency Collection Description
Alachua County Clerk of the Court, Gainesville, FL The Online Ancient Records Database consists of Marriage
Records, 1837-1964; Deed Records, 1826-1933; County
Commission Minutes, 1846-1903; Judgment Books and other
Court Record Books; Plat Books (Entire County Collection); Will
Books and other Probate Record Books, Probate & C file images
Images from various Will, Administration, Guardianship and Civil
Court Case files; and a collection of billheads and letterheads
from probate &c files.
Alachua County Library District Heritage Collection, Through the Digital Imaging of Special Collections (DISC) project
Gainesville, FL administered by NEFLIN (Northeast Florida Library Information
Network), the Alachua County Library District has digitized and
made available on the WWW a unique collection of historic
photographs relating to Gainesville and Alachua County history
that have previously only been available to in-house library users.
The materials scanned include historic photographs of local
landmarks, family portraits, historic maps, community events,
natural disasters, and other items of local interest. In the first year
of the project, Alachua County Library District has digitized and
cataloged 250 historic photographs. Each of these images is
available online along with a brief description.
May Hill Russell Public Library of Monroe County Public Founded in 1892, during Key West's cigar industry boom and the
Library, Key West, FL Spanish-American conflict, the May Hill Russell Public Library
holds a vast array of local history artifacts, governmental records,
photographs, and rare manuscripts dating back to the 1820s. The
targeted collection contains South Florida's oldest court records,
photographs of historic structures
(many still standing), early weather station logs, and the highly
popular gingerbread-trim tracings. These items are of great
interest to authors, researchers, artists, architects, and assorted
citizenry of the
"Southernmost City." Much of the collection is currently
inaccessible to the public due to fragility and a lack of
bibliographic control.

Alachua County Historic Trust/Matheson Museum, Inc., The Museum's collections focus on Alachua County, North Central Florida,
Gainesville, FL and include some general Florida historical material. Highlights include
over 20,000 historic Florida postcards from every county in the state;
1,500 Florida stereoview cards; a large collection of illustrations of Florida
from Frank Leslie's Illustrated Newspaper and Harper's Weekly
newspaper; the Bone Photograph Collection, featuring photographs taken
by local professional photographer Elmer Bone from the 1920s-1950s
(10,000 images); a general Alachua County photograph file (5,000
images); 100+ cubic feet of records of local businesses, families and civic
and social groups; and 600 1000 objects (uncatalogued), dating from
1600s to present, and encompassing everything from arrowheads to
period Eastlake furniture. The Museum's library boasts nearly 3,000
books on Florida history and culture subjects, City of Gainesville
Directories dating from 1906, 400 novels set in Florida, and a 70 cubic-foot
Alachua County history subject file of secondary source material.

University of South Florida, Special Collections Department, The Special Collections Department at the University of South
Tampa, FL Florida opened for service on February 1, 1962 and has been
serving the research community in a variety of ways ever since.
Begun primarily as a depository for Florida historical material, the
department has grown and diversified in the years following its
inception. One of the department's primary goals is to develop an
exhaustive collection of Florida publications. To date, over seven
thousand monographs and pamphlets have been cataloged for
the department's Floridiana Collection. Special Collections is
perhaps best known for its Burgert Brothers and Robertson &
Fresh photo archives chronicling the growth of Tampa from the
1890s through the 1960s. These images are now digitized and
available to the public through the USF Special Collections
website along with complete descriptive metadata. The Kane-
Greenberg and Bautz Collections of cigar industry art and

University of Florida, Special Collections, P.K. Younge
Library of Florida History

Tampa Bay History Center, Tampa, FL

progressive proof books are especially sought after by those
studying the early cigar advertising industry in Tampa and the
chromolithographic process that revolutionized this industry in the
late nineteenth and early twentieth century. Additionally, the
department is home to an extensive collection of aerial maps of
Florida, over three hundred rare maps and navigational charts,
story papers and other periodical publications, American
chapbooks and toybooks, American giftbooks and annuals, seven
thousand dime novels, Confederate currency, a major collection of
early nineteenth century American schoolbooks, Spanish-
American War collection, Florida postcards, Florida city
directories, and American almanacs.

Since its inception, the P.K. Yonge Library has dedicated itself to
collecting records on Florida's Spanish and British colonial history
from archives around the world. The library currently holds more
than 2.5 million microfilm images of important colonial
documents. P.K. Yonge also curates the Joseph Byrne Lockey
Collection (1784-1821), comprising all of Lockey's transcriptions
and translations of Spanish colonial records from the Archivo
General de Indias, the Archivo Historico Nacional, the Public
Records Office, the East Florida Papers (Library of Congress),
and other repositories. It contains more than 2300 map images of
Florida dating between 1564 and 1926. This collection also
contains 8,000 items related to the promotion of Florida, its resort
and agricultural industries, and Florida memorabilia. These items
range in date from 1854 to 1979.

The Tampa Bay History Center is a regional history museum
dedicated to the preservation and education of the Tampa Bay
area's rich culture and diverse heritage. 50 items relevant to the
time period have been identified for digital capture for this project.

Henry B. Plant Museum, Tampa, FL The Henry B. Plant Museum interprets the turn-of-the-
S century Tampa Bay Hotel and the lifestyles of America's
Gilded Age. Critical to the success of this mission is the
restoration and preservation of this National Historic
Landmark, an opulent 1891 railroad resort, and the artifacts
significant to its history and the life and work of Henry
Bradley Plant. Through educational exhibits and events,
the museum transports visitors of all ages and backgrounds
to the late Victorian period, the beginnings of Florida's
tourist industry, and the early years of the City of Tampa.

City of Key West, Key West, FL Five rolls of microfilm of 1890's era meeting minutes, police
dockets and resolutions.

Key West Art & Historical Society, Key West, FL The Society will make available 50 items from their collection. For
digitization as part of the Ephemeral Cities project. Approximately
15 items are three-dimensional including: porcelain plates from
the top hotel of the time, a fish-monger's cart, iron bells from the
local convent, cranberry glassware, and the remaining 35 items
are textual materials or still photographs.

Education:
COLUMBIA UNIVERSITY. School of Library Service. New York, NY
May 1987. Certificate of Preservation Administration
UNIVERSITY OF KENTUCKY. School of Library and Information Science. Lexington, KY
August 1983. Master of Science, Library Science
XAVIER UNIVERSITY. College of Liberal Arts and Sciences. Cincinnati, OH
May 1982. Bachelor of Arts

Continuing Education:
CORNELL UNIVERSITY. Digital Imaging for Library and Archives Workshop. Ithaca, NY
November 1998.
UNIVERSITY OF FLORIDA. College of Liberal Arts and Sciences. Gainesville, FL
Department of English. Creative Writing Program.
Audited a series of courses in the Program between 1987 and 1990.

GIS Coordinator, Instructor Librarian, George A. Smathers Libraries, University
of Florida, FL, 2000 to Present. Responsible for the selection of GIS resources and the
implementation of GIS services to meet in-library and remote user needs. Provides GIS
reference and consulting services to faculty and students in all disciplines in person and
via the world-wide-web. Markets GIS in the libraries and on campus. Collaborates with
the Head of the Map and Imagery Library and the Bibliographic Instruction team to
incorporate GIS into instructional sessions for all disciplines. Collaborates with the Head
of the Map & Imagery Library and the staff of the Digital Library Center in planning
digital library initiatives to provide remote access to and preservation of Map and
Imagery Collections.

Non-refereed
Aufmuth, Joseph L. 2001. A comparison of the Normalized Difference and the Tasseled
Cap Vegetation Indices: a case study of using satellite remote sensing imagery for
assessment of environmental impact of a hydroelectric power project on the River
Danube. Thesis (M.S.) University of Florida, 2001, 82p.
http://etd.fcla.edu/etd/uf/2001/ank6404/thesis.pdf

Alachua County Historic Trust: Matheson Museum, Inc.,
Gainesville, FL. Executive Director (part time). Non-profit
museum and archives of Alachua County, with growing library,
archival, and museum collection. The Trust includes two
additional museums, including a historic house (not yet open to the
public) and a tool museum, and a proposed botanical garden.
Responsible for all phases of museum operations, including budget
(ca. $250,000 annually), program and exhibit scheduling and
coordination, grant management, staff, volunteer, and consultant
supervision, management of the photograph and document
archives, membership program supervision, public relations, and a
small museum shop.

Eco-Heritage Tourism Council of Alachua County, Gainesville,
FL. Secretary (volunteer). Professional group dedicated to
enhancing and funding eco-heritage tourism in the county.

Artin Public Places Trust, City of Gainesville. Chairperson
(volunteer, part time). Directed the work of city board charged
with establishing public art projects funded by city construction
and renovation funds (budgets of $5,000 $18,000 per project).

College of William and Mary, Williamsburg Virginia, B.A.
English Literature. Minor in Anthropology. 1982.

American Book Prices Current Exhibition Catalog Award for Ties
That Bind: Communities in American History, First Place.

Tokens and Treasures: Gifts to Twelve Presidents, White House
Historical Association, exhibit catalog, 1996
Ties That Bind: &Communities in American History, National
Archives, exhibit catalog, 1992
Articles in Prologue, Quarterly of the National Archives:
"Tokens and Treasures: Gifts to Twelve Presidents," 1996
"The Face of War," 1994
"Buddies: Soldiers and Animals in World War II," 1994
"Ties That Bind: Communities in American History," 1992
"Not Without Protest: Life in the Appalachian Coal
Fields," 1991
"Study Guide for Students: The Face of War," 1994

AWARDS

PUBLICATIONS

PROFESSIONAL Southeastern Museums Conference
ORGANIZATIONS Florida Association of Museums
Florida Trust for Historic Preservation
American Association for State and Local History
Florida Association of Non-Profits

Ancient Records Coordinator & Webmaster for the Alachua County Clerk of the Court
from April 1999 to present.
Job Description: Identify, preserve and make accessible older
public records kept by the Clerk of the Court.
Job includes imaging records, indexing and transcribing records,
website and database creation, programming in CFML, HTML and SQL to
integrate website and databases.
Records types
Marriage Record Books
Deed Record Books
County Commission Minutes Books
Judgment Record Books
Plats & Surveys
Probate Books
Early Tax Roll Books
Pre 1900 Probate files includes Wills, Administration and
Guardianship files
Virtual Museum includes artifacts, such as letterheads and
Billheads, from various court files.
Online images are in two sizes, an initial "thumbnail" image
is 600 pixels wide. A second available image is 1200
pixels wide.
There are now 126,274 book pages online, as well as 13,031 images
from loose file pages.
A small online Volunteer force helps to index and transcribe these
records
Ancient Records Web Site URL
http://www.clerk-alachua-fl.org/Archive/default.cfm
Member of the Alachua County Historical Commission
2002 Florida State Genealogical Society Outstanding Achievement Award
(Florida Genealogy and History)
Assistant State Coordinator FLGenWeb
County Coordinator Alachua, Bradford and Gilchrist Counties, FLGenWeb
Former Waldo City Councilman
Former USGenWeb Board Member
25 years of Construction experience
AA in Mathematics from Santa Fe Community College

Nance Lempinen-Leedy
Curriculum, Vitae

3925 SW 19th Street
Gainesville, FL 32608
352.378.9589
nance@gru.net

Education
1991-1993

1986-1991

Master of Science in Library and Information Science. Wayne State University. Detroit,
Ml.
Bachelor of Arts, History. Michigan State University. East Lansing, MI.

Work Experience
1998 present Adult Services Manager Alachua County Library District; Gainesville, Florida
Leads a department of 17 including professional, para-professional, and clerical staff
Plans, directs, controls and coordinates implementation of library services to adults at
the Headquarters Library
Cooperates with Management team to direct library services for adults District-wide
Plans and monitors budget expenditures
Supervises the development of District-wide print & electronic reference collection
Develops electronic, online and automated reference services District-wide
Coordinates and provides training for public and staff on library services for adults
Serves as Library District representative to the community working with agencies and
organizations to promote library services through presentations and tours
Provides comprehensive bibliographic, reference and reader's advisory assistance in
person and by phone to library patrons
Provides information services and guidance to library patrons in selection,
organization and interpretation of library materials, and in the effective use of library
facilities
Collects and interprets appropriate statistics, utilizes data in planning, documentation,
and evaluation of needs and services
Analyzes impact of new technologies on library services and recommends action

1993- 1998

1993- 1994

1991- 1993

Librarian I, Adult Services Alachua County Library District; Gainesville, Florida
* Assisted library patrons with information and research needs at library service desks
* Assisted in the development of the Reference collection
* Designed and implemented staff and public training on the Internet and electronic
resources District-wide
* Coordinated partnership and resulting services between the Library District and local
Freenet (community Internet service)
* Developed and implemented online Reference and Interlibrary Loan services for
library patrons
* Acted as ACLD webmaster maintained and advanced Library District's presence on
the World Wide Web

Media Center Director City College; Gainesville, Florida
* Managed and provided all library operations for small vocational college offering
associate degrees in varied medical, legal and business fields
* Contributed to the growth and excellence of the City College library by increasing
library use, circulation and holdings
* Prepared and led the media center through a successful school accreditation bid

1994 1998 Alachua County Library District; Gainesville, Florida
Researched, created and conducted bi-monthly training seminars for public library
patrons ranging in age and experience with computers. Typical audience (50 people)
included students, business people, senior citizens, young professionals, teenagers,
single parents, etc.
Beginner's Guide to the Alachua Freenet basics of Internet connection, modem
use, account registration, account maintenance and email for community Internet
provider
Advanced Uses of the Alachua Freenet further use of community Internet provider
for web searching, downloading, sending files and maintaining files
Creating a WWW Home Page basics of web page set-up and HTML language use
Using Search Engines on the Internet introduction to efficient search strategies,
boolean logic and an overview of various Internet search engines
Parent's Guide to the Internet an introduction to the Internet for parents focusing on
material suitable for families and children and safe use of the Internet

WORK EXPERIENCE: Thmpa Library, University of South Florida, Tampa, FL 33620

2002 Director of Collections, USF Libraries
Responsible for managing the affairs of the Division of Collections, with particular emphasis on providing
leadership for resolving collection management issues that impact libraries university-wide. Direct all
operations of the Division of Collections, which includes the Department of Special Collections, Collection
Development; Binding; Preservation; electronic resources, and selection of resources for digitization.
Direct report to the Interim Dean of USF Libraries.

2000- 2001 Acting Head of Special Collections Department
Responsible for coordinating the work and activities of the Special Collections Department and its
considerable holdings of rare books, Floridiana, ephemera, and manuscript collections. Supervise the
department's staff consisting of two University Librarians, one Senior Archivist, two Student Assistants,
and one non-student OPS worker. Report to the Library Director.

2000 2001 Head of Collection Management Department
Responsible for coordinating the work and activities of Collection Management, which consists of the
Collection Development Unit, Physical Processing, the Preservation and Binding Units, and the
Digitization Center. Collection Development staffing numbers twenty-two librarians assigned to the Unit
on a part-time basis. Report to the Library Director.

7/98 12/99 Acting Assistant Director for Technical Services
Provide administrative oversight for the Departments of Acquisitions, Cataloging and Collection
Development, and work cooperatively with the Associate Director for Public Services for problem solving
and to maintain a collaborative work environment between the professional and support staff of the two
services. Position reports to Library Director.

1992 1999 Collection Development Unit Coordinator
Report to Director of Tampa Library. Coordinate review, selection and evaluation of library resources
supporting fifty-five academic programs and departments. Supervise the collection development liaison
activities of fifteen librarians assigned to the Unit. Coordinate the review and selection of weekly approval
plan shipments and gift materials. Prepare reports and statistics for all facets of collection development
and management, including BOR Program and professional accreditation reviews.

1985 1991 University Librarian, Cataloging Department (Half-time Appointment)
Responsible for original cataloging of monographic titles for Main Campus Library with emphasis on
Special Collections materials. Performed author and subject authority control work under the supervision
of the Authorities Unit Librarian.

Professional Awards, Activities and Memberships
History Museums Grants-in-Aid, Florida Department of State
State Advisory Committee Member

Institute of Museum/Library Services, Washington, DC
GOS Reviewer

Pinellas County Arts Council Cultural Development Grants Panel

Distinguished Woman in the Arts Award Suncoast Girl Scout Council

The Victorian Society in America, summer, Newport

Florida Trust for Historic Preservation
Florida Association of Museums
American Association of Museums
American Association for State and Local History (AASLH)
Southeastern Museums Conference
Tampa Preservation Inc.
Outward Bound

Monroe County Public Library, Key West, Florida
January 2000 to present
Library Administrator
Project development and management, administration of automation system, negotiate with vendors, seek and write grants,
establish community partnerships, promote library activities through press releases and public speaking.
May 1998 to January 2000
Headquarters Librarian
Responsible for library management; including budgeting, staff development, public relations, and resource planning.

Awarded and managed multiple state, federal and private grants for literacy programs, staff training, green spaces, and
digitization project. Facilitated first-time automation of library system. Near completion of Florida State University's
Certification of Public Management program. Coursework has included project-based budgeting and planning, ethics, systemic
assessment, and dynamics of organizational change. Serve on Monroe County-Literacy Volunteers of America Board of
Directors. Past Board and current member of Zonta Club of Key West, a service organization of professional women.

DIGITIZATION ACTIVITIES

Attendee at Northeast Document Conservation Center's School for Scanning, December 2001. Wrote and manages 02-03
LSTA grant, "Milemarkers: Linking Keys' History", a PALMM visual collections project. Hands-on project activities include:
scanning of 700 images from local history collection, training on scanning standards and imaging software, development of
interpretive virtual road-trip website, indexing and web-delivery of "KeyNames," a gazetteer of Florida Keys from 1600's-
present. Appointed to State Library's Digital Working Group to establish guidelines and standards for state-funded digitization
projects.

Is there Life After Pirates? Committee of American Maritime Museums,
Vancouver, B.C., Canada, 1998
Underwater Archaeology and Maritime Museums Is There A Solution? CAMM,
Vancouver, B.C., Canada, 1998
Just When You Thought It was Safe to Go in the Water, You Have to Learn How to
Swim with Sharks, Keynote speaker for Historic Ships Association of North America,
Annual Meeting, 1995
Using Your Washington Resources Wisely, Conference paper for Committee of
American Maritime Museums Annual Meeting, 1994
Getting To Know Your Visitors, Conference paper for Visitor Studies Conference
Annual Meeting, 1992
Underwater Archaeology Series Shipwrecks of the Civil War, Smithsonian
Institution, Resident Programs, Washington, DC, 1992
Battle of the Atlantic, The War at Sea, Navy Memorial, Washington, DC, 1991
Mysteries of the Sea: The Secrets ofAncient Shipwrecks, Smithsonian Institution,
Resident Associate Program, Washington, DC, 1991

"Implementation of the USMARC Format for Holdings and Locations at the Harvard University
Library." In USMARC Format for Holdings and Locations: Implementation and Use. Barry B.
Baker, ed. NY: Haworth Press, 1988.

"A Technique for Evaluating Automatic Term Clustering." Journal of the American Society for
Information Science. 31:2 (1978) 89-96. Co-authored with Martin Dillon.

EXPERIENCE
1996-2003 The Florida Center for Instructional Technology.
Previous positions: Graphic Artist, Project Manager, Assistant Director,
and Acting Director.
Current position: Director. Oversee a staff of 20. Write and administer technology
grants-currently over $1,000,000. Personally manage A Teacher's Guide to the
Holocaust. Utilize a WebCT course as an office management tool. Set up new
computers in instructional lab and offices. Install a wide variety of educational
software in technology preview center. Assist students in technology lab. Prepare
publications for printing. Conduct meetings, complete university and grantor
reports, and present frequent workshops. Develop and promote new workshop
titles. Assist faculty with training and selection of software.

1997-2003 The University of South Florida.
Faculty, Instructional Technology. Graduate courses in Multimedia, Advanced
Multimedia, Instructional Graphics, and Web Design and Development.

1982-1995, 1976-1980 Northside Christian Schools.
K-12 Teacher of Art, History, Science, Math, Yearbook. Developed a middle school
wheel program integrating computers into art and music instruction. Migrated
yearbook production from paper to computer as technology became available.

Program Influencers (Key entities that help define the program or to whom the program will
report results)
Director University of Florida Libraries
IMLS
Ephemeral Cities partners
Florida students and citizens

Organizational Mission
To educate students, to perform research, and to render service to society.

Program Purpose
We do what? (Summary of key proposed 1) Integrate historic city-related information
services) using geographic information system (GIS)
functionality.
2) Provide digital access to fragile and
geographically disparate historical objects.
3) Promote city geographic literacy in Florida
classrooms
For Whom? Target populations) Researchers, students and citizens of Florida
For what outcome(s)? (Benefits/changes in Participants recognize the utility of using
skills, knowledge, attitude or life condition) Sanborn maps in a GIS environment to
integrate diverse historical digital collections,
assist in expanding the collections, and
promote the growth of the project within
Florida and nationally.
The digital surrogates of fragile historical items
are accessed by Floridians.
Florida citizens contribute digital objects to the
collection forming a learning community based
on city geography.
Teachers use the site to increase students
knowledge of Florida city geography increases.

Intended Outcomes (Changes in skill, Indicators (Measures) (Concrete evidence,
knowledge, attitude, behavior, life condition or occurrence, or characteristic that will show the
status) desired change occurred)
Intermediate: 1. The % of partners who can describe the
1. Participants recognize the utility of using basic functioning of GIS as an historical
Sanborn maps in a GIS environment to interpretation tool.
integrate diverse historical digital collections.
Intermediate: 2. The # of digital historical items that partners
2. Partners assist in expanding digital contribute to developing the project exceeds
collections, the minimum requirement of 2,500 items/city
partnership by 15%.
Intermediate: 3a. The # of hits on existing servers of partners
3. The digital surrogates of fragile historical increases by 10% by the end of the grant
items loaded during this project are accessed by period.
Floridians. 3b. The # of hits on new objects added to the
textclass and imageclass servers at FCLA
increase by 10% by the end of the grant period.

Long-term: 4a. The 3 city partnerships give at least 5
4. Partners promote the growth of the project presentations or write 3 articles each related to
within Florida and nationally, the project.
4b. Partners approach/or are approached by
other agencies, Florida cities, or states about
the project.
Long-term: 5a. # of people who participate in the "My
5. Florida citizens contribute digital objects to Town" event.
the collection forming a learning community 5b. # of online submittals to the project.
based on city geography. 5c. # of events and projects that are developed
locally related to this project following
completion of the grant.

I

Intermediate/Long-Term
6. Teachers use the site to increase'students'
knowledge of Florida city geography.

Outcome #6. Teachers use the site to increase students' knowledge of Florida city geography.

Indicator(s) Data Source To Whom Data Intervals Target
6a. Data from Students At time each 25% of students
piloting module is piloted tested per
educational module show
modules increased
knowledge based
on pre and
_4 posttests.
6b System stats Teachers and Monthly 10% increase in
students use at the end of
the second year
of accessibility
6c Web survey Teachers Monthly 100 reported uses
during second
year

Attachment E: Digitization Plan

Digitization Plan

Imaging: Analog (Microphotography)

Rationale for Use:
SFor text-based materials only: University of Florida policy acts to ensure preservation in
both digital and analog formats, the latter still recognized by the archives and library
preservation community as the most sound method of preservation, both for text-image
quality and longevity. The majority of textual resources targeted by this project have
already been microfilmed. The number of textual resources to be microfilmed is small.
Agency Responsible:
University of Florida. Libraries. Preservation Department. Reprographics Unit
http://web.uflib.ufl.edu/preserve/repro/index.html
Production Procedure:
Items scheduled for microfilming are received by the Preservation Department and
queued for microfilm. Queuing includes reel programming to ensure optimal use of film
and for subsequent digitization from film.
Queued items are microfilmed. The Reprographic Unit observes all applicable National
(AIIM, ANSI, and NISO) and International (ISO) Standards as outlined by the Research
Libraries Group (RLG) in its Preservation Microfilming Handbook.
Imaged film is processed/developeld in-house, again to standards as outlined by RLG.
Quality Control Review Procedure:
Developed master negative films are inspected in-house by trained quality control staff
who will inspect each image, establishing image clarity, conformance to standards for
light balance, image density, etc.
Imperfections and errors are re-imaged, reprocessed and ultrasonically spliced into
master reels, again in conformance with standards and RLG.
Duplication & Archiving:
Reels passing inspection are sent to the University of Florida's archival storage facility
(National Underground Storage, Boyers, PA), where they will be maintained in accord
with standards and RLG. There they will be periodically inspected on a schedule of
one inspection not less than once every six years and sampled during inspection per
U.S. military standard for this process.
Master negatives will be duplicated and duplicates used, first in microfilm-digitization,
and subsequently for deployment to the originating institution.

Imaging: Museum Objects

Agency Responsible:
Partner Groups and Institutions, with training from the University of Florida, Digital
Library Center's chief digital camera specialist.
Production Procedure:
Objects will be selected for either copy-stand or tripod imaging. The more three
dimensional objects will be slated for tripod imaging while others will be imaged on
copy-stands.

Attachment E: Digitization Plan

Lights will be balanced for each object, in-field, to ensure even lighting and glare
elimination.
Objects will be imaged (maximum/RAW or 4536 x 3024 pixel use, light balance set
appropriate to light source, etc.). Aperture, etc. shall be set for optimal image capture
and may differ from object to object. Auto-Focus and ISO 100 film speed equivalence
will be established as a project default; however the camera operator's judgment and
skill may allow manual focus, film speed, aperture, etc. Framing shall be aesthetically
pleasing, to include an area around the object. The view that best represents the
object will be imaged. Creation of additional images, at alternate angles/views, is at the
discretion of the partner institution; but additional images shall be beyond the scope of
this project, shall use the institution's funds and shall not result in delays.
Imaged objects shall be transferred either by immediate transfer/fire-wire (IEEE 1394)
or by delayed transfer/Compact Flash card reader.
Quality Control Review Procedure:
Each image shall be reviewed using Adobe Photoshop 7.0+ in both browse (thumbnail)
and full displays. Raw images will be imported either by the new Adobe Photoshop
plug-in for digital cameras or by Kodak supplied transfer software.
File naming shall be compliant with the holding institution's accession scheme. Images
shall be logged or base metadata created to further identify the object.
For minimally trained staff, default procedure shall require accept or reject based on
unprocessed image qualities (excluding skew and crop). Rejected images shall be re-
imaged with adjustment in the capture environment, most commonly in the lighting or
positioning of the object.
For more highly trained staff, Photoshop image processing tools may be employed
conservatively. The histogram ofthe image may be adjusted to eliminate noise and
other imaging artifacts. Image modification methods shall be logged per the FCLA
MXF client's implementation of the NISO draft "Data Dictionary: Technical Metadata for
Digital Still Images" (cf, http:llwww.niso.org/committees/committee_au.html).
See also, Metadata and Archiving & Deployment, below.

Imaging: Graphics & Flat Objects, From Source

Agency Responsible:
Partner Groups and Institutions
Production Procedure:
Images queued into tracking systems for digitization. At this time, basic (Dublin Core)
information is recorded, an entity identifier assigned, and digital resolution determined
in accord with Cornell University guidelines for Digital Imaging for Libraries and
Archives, updated at: http://www.library.cornell.edu/preservation/tutorial/contents.html
Items scanned in the ITU TIFF (v.6) format, uncompressed, 24-bit color, sRGB color-
space, and digital resolution as determined (cf, immediately preceding step), at 100%
original scale. (Cf, http://palmm.fcla.edu/strucmeta/tiff.html)
Monitors are periodically calibrated. Room lighting is indirect, soft light. Furniture
and walls are neutral tones
Scanners are calibrated upon start-up each day, using Kodak Q60 (AIIM IT8.7/1
and IT8.7/2 standard) color text target. Additionally, to monitor performance during
operations, the Kodak Q13 Color Separation Guide and Greyscale targets are
scanned, evaluated and stored for each workstation. Scanners that evidence
deterioration are given maintenance or replaced.
Items saved in an appropriate directory using the entity ID. Multi-image entities are
assign sequential numbers in accord with PALMM's general file naming guidelines, cf,
http://palmm.fcla.edu/strucmeta/filenaming.html

Attachment E: Digitization Plan

Quality Control Review Procedure:
Images shall be reviewed using Adobe Photoshop 7.0+ in both browse (thumbnail) and
full displays. '
Every image is subjected to quality control by trained quality control staff; new scan
technicians' work is reviewed 100% full-image display review during initial months of
training and slowly drops back to 10% full-image & 100% thumbnail review as
confidence grows. Images of insufficient quality shall be directed to re-imaging with
corrected parameters.
Photoshop image processing tools may be employed conservatively. The histogram of
the image may be adjusted to eliminate noise and other imaging artifacts. Image
modification methods shall be logged per the FCLA MXF client's implementation of the
NISO draft "Data Dictionary: Technical Metadata for Digital Still Images" (cf,
http://www.niso.org/committees/committee_au.html).
Certified images will be derived into access versions:
Archival & Textual resources: JPEG: no more than 15% compression; dpi
consistent with that of original (interpolated, bi-cubic), 24-bit color, min. 630 pixels
wide. Cf, http://palmm.fcla.edu/strucmeta/jpeg.html
Graphic Resources & maps: SID: max. 5 levels of compression; server-side
distribution software, cf, http://palmm.fcla.edu/strucmeta/makesid.html
Additionally, JPEG Thumbails: no more than 15% compression; dpi consistent with
that of original (interpolated, bi-cubic), 24-bit color, min. 200 pixels wide for maps or
100 pixels wide for other graphic resources.
See also, Metadata and Archiving & Deployment, below.

Text Conversion & Mark-Up

Vendor:
A partnership of ByteManagers (http://www.bytemanagers.com/) and iArchives
(http://www.iarchives.com/index.jsp).
Production Procedure:
Imaged (rasterized) documents or microfilms are shipped to ByteManagers/iArchives
via FTP
Any microfilms will be digitized using Mekel of Sunrise high-speed microfilm scanners,
balanced for the density(-ies) of a given reel of microfilm. Page images (raster files)
will be created for each page pages microfilmed two pages per frame (2-up) will be
split into separate images which will be returned with text.
Illustration segmented for extraction as "figures", extracted, named and stored for use
in mark-up
Images zoned (pages, segments, lines) for Optical Character Recognition (OCR)
OCR using advanced systems, utilizing 6 OCR engines to produce the machine
equivalent of double-keying, including alternate word spellings, verification by
dictionaries, etc., and generating ASCII text
ASCII text automatically marked-up with the FCLA TEI-DTD (local subset; cf,
http://palmm.fcla.edu/strucmeta/fclaTextClassdtd.txt) in XML
"Figures" inserted (referenced) into ASCII text
Raster images and marked-up text will be quality controlled with selective inspection
Verified product FTPed to the University of Florida
Quality Control Review Procedure:
FTPed product received by the UF Digital Library Center's Mark-up Unit
Tags and links to page images inspected, inserted or corrected

Agency Responsible:
Partner Groups and Institutions
Production Procedure:
Following image creation and quality control, images are drawn into the PALMM MXF
(metadata transmission) client, cf, http://palmm.fcla.edu/strucmeta/palmmmxf.html
Specialized tagging (in MXF and TEl), will indicate temporal and geographic
location. Geographic information will reference databases (e.g., Geographic
Names Information Service) to fix longitude and latitude for supplemental load into
the University of Florida's ERDAS-based Geographic Information Service (GIS)
server
The MXF client is currently under revision for full compliance with the defacto U.S.
national standard, Metadata Encoding and Transmission Standard (METS), cf,
http://www.loc.gov/standards/mets/
The MXF client generates MD-5 Checksums for all digital masters and derivative
versions; the checksums will be encapsulated with other metadata.
MXF encapsulated metadata and images (masters, derivatives and additional
derivative [e.g., pdf] creation instructions) are transmitted via FTP to FCLA for archiving
and deployment
-4
Archiving & Deployment (Internet Distribution)

Agency Responsible: *
Florida Center for Library Automation
Production Procedure:
Received metadata, images and other files are loaded by FCLA into targeted servers:
Archival, textual, and multi-image pamphlet resources will be loaded into the
XPAT-based textual collections server
Graphics, maps and similar image resources will be loaded into the XPAT-based
visual collections server.
For additional information about XPAT, see: http://dlxs.org/products/xpat.html
Metadata is processed, as necessary, either to append information (e.g., Persistent
Universal Resource Locator, PURL) to an existing catalog record or to create a catalog
record with PURL from metadata.
Catalogers at the contributing institution will be notified of PURL creation and
record modification; they will inspect cataloging and make final adjustments, then
submit the record to OCLC in most cases.
N.B. Some partners, a very few, will load and archive their metadata and images
locally. These institutions will submit their records/metadata and URLs for PURL
creation and load into the PALMM catalog for this project.
Loaded metadata and files become available through the PALMM Florida Heritage
Collection (http://palmm.fcla.edu/fh/) and may be queried through:
A bibliographic search system (currently NOTIS, to be replaced with ExLibris Aleph
beginning July 2003), or

II Application Forms 2003 IMLS National Leadership Grants Application Checklist Use this checklist to help you arrange the sections of the application in the correct order. This form is available as a fill-in form on the IMLS web site (see information on electronic forms, page 4.2). r Face Sheet Application Checklist rJ Narrative Gf Schedule of Completion []" Project Budget Detailed Budget Summary Budget Budget Justification ,. D Current, Federally Negotiated Rate for Indirect Costs, if applicable riJ Specifications for Projects Involving Digitization, if applicable rtJ Partnership Statement, if applicable D Proof of Non-Profit Status, if applicable cef Applicant(s) Organizational Profile D Assurances/Certification of Authorizing Official r Resumes of Key Personnel (no longer than two pages per person) D Attachments, as appropriate D Report from Planning Activities (e.g. Needs Assessments Digitization Plans) D Produ cts or Evaluations from Previously Completed or Ongoing Projects of a Similar Nature D Other

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ABSTRACT ') Project Title: EPHEMERAL CITIES: A model for developing an digital atlas based on three Florida cities Description and Activities: From Gainesville to Key West, a sense of place gives meaning to our lives Your great grandfather bought a citrus grove j(l Eustis; mine worked in the pencil factory near Way Key now Cedar Key. Where we're from, where we're going all revolves around places with names. The social fabric of modern cities reflects the rich mosaic of activities of past inhabitants. Historically, place identity and place attachment have been associated with the development of peoples' attitudes, values, and beliefs The purpose of Ephemeral Cities is to provide an interactive, Web-based model project that encourages citizens of all ages to explore the evolution of their cities. Internet connectivity and relevancy of geographic information are identified factors in ameliorating the prevalent geographic illiteracy found in s,tudents in the U.S. Ephemeral cities is designed with those factors in mind and with a intended long term outcome of creating city-based learning communities that will not only use the atlas, but contribute digital objects to enrich the exploration process for others. Using the latest GIS (geographic information system) functionality, the project will develop digital city atlases using historic and modern map imaging technologies. City directories, newspapers, and other place-related data and objects found in libraries, archives, museums, and agencies will be linked to the maps providing an historic "sense of place. This model project will concentrate on three key Florida cities: Gainesville, the site of the largest state university; Tampa, the West coast hub of commerce and finance; and Key West, a winter haven for tourists. Two snapshots of each city will be 1 developed: one from the mid-1800s and one for the early part of the 201 h century. The partners for this project include five libraries and one cooperative library unit: University of Florida, Florida International University, Alachua County Library District, May Hill Russell Public Library of Monroe County Public Library, University of South Florida Libraries, and the Florida Center for Library Automation; four museums: Alachua County Historic Trust/Matheson Museum, lnc.,Gainesville, FL, Key West Art & Historical Society, Key West, FL, Tampa Bay History Center, Tampa, FL, and the Henry B. Plant Museum, Tampa, FL; and two public records offices: Alachua County Clerk of the Court, and City of Key West. The University of Florida will subcontract with the Florida Center for Instructional technology, University of South Florida to create the educational modules. ... The objectives of this grant are: 1. Develop a scalable project architecture employing geographic information system (GIS) functionality to link city maps, city directories, documents, databases, and images of period cultural objects. The system architecture will permit the integration of additional cities and digital objects as interest in the project develops beyond the original partners. 2. Select 2,500 historical objects each for Gainesville, Tampa, and Key West. Digitize, and create standards compliant images and metadata. 3. Hold a "My Town" event in each of the three cities. During this event, citizens will be encouraged to bring in their own historic period artifacts for digital capture and sharing as part of this project. 4. Create 10 educational modules based on appropriate Florida Sunshine Standards [http://www.firn.edu/doe/menu/sss.htm] and the eighteen National Geography Standards [http://www.ncge.org/publications/tutorial/standards/] for in classrooms, and 5 independent instructional modules for interested citizens. 5. Promote the use of "Ephemeral Cities" and facilitate the development of similar atlases for other Florida cities and for similar efforts in other states. Anticipated result: "Ephemeral Cities" will engage learners of all ages in exploring the historic geographies of cities and comparing them to modern metropolitan areas. The developers envision this as a community based project that will offer extensive collaborative opportunities far beyond the period of the grant and will provide universal Web access to unique historical items held in isolated repositories throughout Florida. As learners use this site, it is expected that they, in tum, may wcint to contribute personal items from their own city experiences to the project. The "My Town" event will encourage citizen contributions and involvement. If widely adopted, Ephemeral cities model will form the basis for a Florida digital city atlas facilitating the development of city-based learning communities throughout the state. The potential for a national city atlas is already developing as many states have digital versions of the Sanborn maps, and map servers are becoming more prevalent in library settings.

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NARRATIVE Introduction In the 181 h and 191 h centuries, tragif fires swept through wooden structures dominating many American cities. By the later half of the 191 h century, American insurance companies supported a thriving insurance map business. The most famous of these was created by D.A. Sanborn and became known as the Sanborn National Insurance Diagram Bureau. This company employed surveyors in each state and standardized the map-producing process. Maps were drawn at a scale of 1 inch=50 feet. By the 1930s, the company had surveyed 13,000 towns with populations over 2,000. Rich in structural details, the early maps are considered primary sources of information on the changing character of America's cities. Today, these maps provide valuable historical details to architectural historians, environmentalists, genealogists, economists, urban planners, historians, urban restoration specialists, environmentalists, students, and others. These standardized maps, with a recognized consistency in data representation, serve as the digital baseline for this project, while offering future scalability and interoperability of this model for all Florida cities and for cities across the country. Sanborn maps for Gainesville for 1884 and 1903, for Tampa for 1884 and 1903, and for Key West for 1889 and 1899 will be georectified to provide historic base layers. This will permit associated digitized historic objects to be referenced spatially to sites on the maps. Modern thematic layers of roads, county boundaries, rivers, etc. will create comparative layers of modern city geographies. By manipulating layers, learners will discover the vicissitudes of city development: prominent thoroughfares were renamed, redirected, relocated and/or obliterated and major features such as grist mills, and stables were replaced by schools and hospitals Each of the selected cities is located near a state university library and each of the three academic libraries in collaboration with one or more partners will be responsible for creating a "sense of place" for that city. Three City Partnerships have been formed for this project. The Gainesville Partnership consists of the University of Florida Libraries, Alachua County Historic TrusUMatheson Museum, Inc., Alachua County Clerk of the Court, and Alachua County District Library. The Key West Partnership consists of Florida International University Libraries; the Monroe County Board of Commissioners, Division of Community Services, Library Services; City of Key West; and the Key West Art & Historical Society. The Tampa Partnership consists of the UniveJ:tSity of South Florida Libraries, the Tampa Bay History Center, and the Henry B. Plant Museum. Twenty five hundred digital objects will be created for each city. Intended to capture the city's character at the targeted years, the digital items will include museum artifacts, photographs, postcards, brochures, letters, official records, etc. These items will be drawn from the collections of the partnering institutions. Existing digital collections, e.g., Heritage Collection, Alac1lua County Library District [http://heritage.acld.lib.fl.us/ ], the Ancient Records database, Alachua County Clerk of the Court [http://www.clerk-alachua-fl.org/Archive/default.cfm], and the Florida Heritage Project [http://palmm.fcla.edu/fhp] will also be integrated. Cigar makers, bakers, hat cleaners, and county jailors will again populate the static wood, adobe, and steel buildings rendered on Sanborn maps. National Impact A National Geographic-Roper 2002 Global Geographic Literacy Survey of 56 geographic and current events questions was given to more than 3,000 18to 24-year-olds in Canada, France, Germany, Great Britain, Italy, Japan, Mexico, Sweden and the United States. f'Survey Reveals Geographic Illiteracy," Bijal P. Trivedi, National Geographic Today, November 20, 2002. PRL: http://news.nationalgeographic.com/news/2002/11/1120_021120_ GeoRoperSurvey.html] The findings indicated "about 11 percent of young citizens of the U :S. couldn't even locate the U.S. on a map." A Gainesville Sun article "Young Americans don't know geography," [November 21, 2002] noted "When asked to find 10 specific states on a map of the United States, only California and Texas could be located by a majority of those surveyed." "Several perhaps interrelated factors affected performance-educational experience (including taking a geography course), international travel and language skills, a varied diet of news sources, and Internet use. Americans who reported that they accessed the Internet within the last 30 days scored 65 percent higher than those who did not." f'Survey Results: U.S. Young Adults are Lagging," National Geographic-Roper 2002 Global Geographic Literacy Survey. URL: http://geosurvey nationalgeographic.com/geosurvey/highlights.html] Similar"concerns were raised by the 2001 geography assessment administered by the National Assessment of Educational Progress to approximately 25,000 students at grades 4, 8, and 12 in the nation. Its report indicated that "only 21 percent of fourth-graders, 30 percent of eighth-graders, and 25 percent of twelfth-graders performed at or above the Proficient level for their respective grades. These levels are identified by NAGS [National Assessment Governing Board] as those at which all students should perform." fThe Nation's Report Card: Geography 2001," June 2002, by Andrew R. Weiss, Anthony D. Lutkus, Barbara S. Hildebrant, and Matthew S. Johnson. URL: 1

PAGE 8

http://nces.ed.gov/nationsreportcard/pubs/main2001/2002484.asp] AJreview of the statistics indicates that the majority of students are functioning at a Basic level that "denotes partial masterY df the knowledge and skills that are fundamental for proficient work at a given grade." Interestingly enough, Internet use was also found to be a significant factor in positively influencing geographic literacy. I In commenting on the National Geographic-Roper survey, Nick Bayon, senior vice president for international research at RoperASW, said "When geography and life intersect, people pay attention," and Roger Downs, head of the geography department at Pennsylvania State University in State College, added "Wouldn't it be nice if parents also read atlases to their children?" Columnist Bill Maxwell writes "Your home tells you where you are and who you are" and echoes bioregionalist Wendell Berry reflections "Our identify ... is defined to a large degree by our sense of place, our sense of home .... [ A lingering sense of place," by Bill Maxwell. Gainesville Sun Opinions, Wednesday, December 11, 2002, p.13A] The creation of "Ephemeral Cities" is intended to engage independent learners of all ages in discovering a "sense of place" for Florida cities. While exploring the changing urban geographies of Florida's cities, learners will become aware of the ephemeral nature of cities, understand that cities reflect the mosaic of cultural backgrounds of their inhabitants, and explore how place identity affects their own identities. By focusing on Roger Down's "intersection of geography and life" and using the Internet as the vehicle of communication, this project intends to reinvigorate interest in Florida urban geography and to serve as a model for similar efforts across the state and country. At least one of the educational modules will draw users beyond Florida's borders to explore the homelands, cities, and origins of Florida's 1 ath and 1 century urban dwellers and the livelihoods they brought to Florida. Adaptability The model proposed in this project can be adapted by cities throughout Florida and the country. All components of the "Ephemeral Cities" project will be documented and made available freely over the Web. These will include the technical specifications for hardware/software architecture, digitization plan, metadata and metadata tools, educational modules, and promotional pieces. .... Design Because geographic literacy is correlateapositively to Internet use and geographic information system (GIS) technologies provide an interactive approach to geography, the developers believe that this project has the potential to engage learners of all ages in map use and by extension geography related activities. By integrating digital versions of historic information sources: newspapers, city directories, and images, with modern metropolitan GIS layers for roads, county lines, etc. unlimited opportunities for exploring cityscapes are created. (Attachment A shows a sample of the geographic ipformation integration that will be developed in this project.) Detailed Management Plan Product 1. Develop the "Ephemeral City" architecture including hardware and software components, integrating existing historical djgital collections, and the Web interfaces to the project .. Responsible parties: GIS Coordinator, University of Florida Lib(aries; Staff of the Digital Library Center and the Systems Department, University of Florida Libraries; Staff of the Florida Center for Library Automation; all partners offering digital collections on remote servers a. Define, purchase, and install needed software and hardware for map server and creation of appropriate vector layers The GIS Coordinator, UF Libraries will use mapping tools available with ERDAS Imagine 8.5 software to identify points on the six sets of selected Sanborn maps that can be aligned to a real-world coordinate system; thereby creating historic map images that can be used in a GIS system. All map images and associated thematic layers such as roads, county boundaries, etc. will be served from the UF map server. Under the supervision of the GIS coordinator, GIS technicians will be hired to create the appropriate site-specific linkages on each of the Sanborns selected for this project. Lookup tables of the coordinates will be developed for use in populating descriptive metadata associated with the digital objects. Additionally the South Florida Water Management District is paying for the early maps for Miami and Ft. Lauderdale to be georectified and added to the project. (Please see project proposal and letter in Attachment G.) 2

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b. Program functional interfaces between maps, textual databases, and digital objects. Integrating the functionality of the itlas components will be the responsibility of the System Programmer who will be hired with grant monies. Under the direct supervision of the Pl, and in collaboration with other partner members, the System programmer will develop the specifications for the necessary databases and file structures and the scripting/programming needed to connect remote digital object collections and databases to the underlying map layer. The system architecture will integrate the functionality of: 1) UF Map Server holding Sanborn images and the current thematic layer data; 2) Full text city directories, newspaper articles, and textual objects residing on the textclass server at FCLA and digital images of still graphics including photographs, postcards and museum objects residing on the imageclass server at FCLA; 3) Ancient records are on a server at the Alachua County Clerk of the Court Office; and 4) the Heritage Collection of photographs, Alachua County Library District served from its own server. c. Develop an online ingesting mechanism that will facilitate remote submittal of historical digital objects and metadata to the project.The System Programmer will develop a publicly available online template for submitting historical digital objects and accompanying metadata. Based on Dublin Core fields, this template will be tested during the current grant and refine;d as necessary. It will be the ingestion mechanism for permitting public participation in building this project. It will be used during the "My Townn day event will be held at each of the three cities. (See description of "My Town" day under Product #4) d. Create the Web interface for the project. The Web interfaces will be designed cooperatively by the Florida Center for Library Automation, the System Programmer, the GIS Coordinator, and the staff at the Digital Library Center .... Product 2. Select, digitize, and create standards-compliant historical digital objects with appropriate metadata and/or markup. Responsible parties: University of South Florida, Florida International University, University of Florida and all partners and the Florida Center for Library Automation. a. Hold a preliminary planning meeting of all partners to establish communication lines, review participant obligations, and establish work deadlines and reporting. At the beginning of the project, all key partners will meet in Gainesville for a two-day workshop to review grant activities, responsibilities, and timelines. Grant funding for this meeting will include travel and a per diem state rate for lodging and food. This meeting will be hosted and facilitated by the University of Florida in conjunction with the Florida Center for Library Automation. b. Define selection criteria for digitization of still graphics, textual materials, and museum objects. Review scanning and metadata standards used in the public university cooperative digitization project "PAL MM." At the initial meeting, selection criteria will be defined, scanning and metadata guidelines and standards reviewed, and production schedules established. The PALMM standards are based on current best practices and national interoperability standards compliant with IMLS and NSF initiatives. (PALMM digitization and metadata standards and guidelines are available at http://palmm.fcla.edu/strucmeta/standres.html} The specific digitization plan for this project may be found in Attachment E. These standards have been used for all digital objects contributed to the Florida Heritage project. By June 2003, metadata for digitized texts of a previously funded IMLS grant "Linking Florida's Natural Heritage" will be available for Open Archive harvesting. FCLA has developed an MXF Metadata client that creates Dublin Core/OAI compliant records. This client will be used in the Eph.emera/ Cities project. Metadata elements include subject schemes for education and man-made cultural objects. Cultural object keywords will be selected from Blackaby, Greeno and The (American Association for State and Local History) Nomenclature Committee's The Revised Nomenclature for Museum Cataloging: A Revised and Expanded Version of Robert G. Chenhall's System for Classifying Man-Made Objects. Metadata from curriculum supporting sites such as AskERIC [http://ericir.syr eduNirtual/Lessons/lpform.shtml], Federal Resources for Educational Excellence [http://www ed.gov/free/index.html], the Eisenhower National Clearinghouse [http://www.enc.org/], Florida Online Encyclopedia, and the Florida Geographic Alliance will also be reviewed. 3

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c. Digitization of selected objects A summary list of the collections that will contribute items for digitization can be found in Attachment B Although each of the academic libraries has flat bed scanners, all partnering institutions do not. Grant funding will supply each partnership with one digital camera system, one computer workstation, and one flatbed scanner to be used on grant activities. One Project Technician will be hired for each partnership and will travel between agencies to prepare digital objects as needed. Each of the three partnerships will be responsible for providing 1000 graphical objects, e.g., photographs, postcards; 250 items or 1,000 pages of textual materials, e.g., brochures, pamphlets, books; and between 30-50 digital images of cultural period objects. The Digital Library Center, University of Florida Library will digitize two sets of Sanborn maps for each city. It will also outsource the digitization, text conversion, and markup for the newspaper runs and city directories that are selected and the 250 textual items selected by each partnership. ByteManagers and iArchives are the two vendors of choice for full text conversion and markup. They have established performance records including the Utah newspaper project. Both were asked to provide sample work for a set of newspapers, the results showed 100% accuracy in text conversion and their prices are among the lowest quoted. The digital images and full text created will be served and archived at the Florida Center for Library Automation. c. Serving and archiving digital objects The Florida Center for Library Automation will serve derivative images and metadata from appropriate textclass and imageclass servers. Master uncompressed TIFF images will be archived and migrated as technologies evolve. Product 3: Create and test 15 educational modules. Responsible parties: Florida Center for Instructional Technology, University of South Florida a. The Florida Center for Instructional Technologies will develop and pilot 15 educational modules The Florida Center for Instructional Technology has created an extensive educational site "Florida Then & Now" [http://fcit.coedu.usf.edu/florida/lessons/le""ssons.htm] for Florida's social studies teachers. Fully developed educational modules include: a reading passage, teacher notes, reading strategy, student questions, and student activity sheets. Educational modules for Ephemeral Cities will follow the same structure, although pre and posttests will be included. The specifications for design and content are set forth in the Partnership Statement {in this application) between the University of Florida Libraries and the Florida Center for Instructional Technology. b. Complete digital object metadata with instructional attribute fields Each metadata record for historic digital objects will include data on lesson plans, themes, and learning standards for Florida. These attributes will be filled in as the objects are incorporated into formalized educational modules. Product 4: Hold a "My Town" event in each of the three cities to encourage citizen participation in creating Ephemeral City digital collections. Responsible parties: All city partnerships Each city partnership will be resP,onsible for planning a "My Town" event at an appropriate city site, preferably the public library or historical museum, where citizens will be asked to bring an historical artifact to digitally contribute to the project. This event will occur in the spring. All of the partnership members will be responsible for scheduling, eq uipment setup, and manning the event. Non-paid volunteers may be recruited as needed from the community. Metadata and digital image capture will occur at the event and be submitted to FCLA for serving and archiving as part of the Ephemeral Cities project. Equipment purchased through this grant will be used at the event. The Alachua County Historic Trust/Matheson Museum, Inc., Gainesville has agreed to create publicity pieces that can be adapted to each city event as needed. Product 5: Promoting the use of "Ephemeral Cities" Responsible parties: Grant manager at UF in conjunction with the Florida Center for Instructional Technology, University of South Florida and all partners 4

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The grant manager in conjunction with the Florida Center for 'Instructional Technology will identify state educational networks, mailing lists and newsletters that will receive of this project. In addition, local GIS organizations will be alerted to the availability of this resource. The Florida Geographic Alliance will be contacted and asked to disseminate project information to Florida's geography teachers CONTRIBUTIONS Salary cost sharing by key partners is detailed in the budget. Because the interest in developing this project is wide spread, several institutions are providing various resources gratis. All of these institutions have signed partnership agreements as part of this packet. Their contributions are listed below. The total value is estimated at $30,000. Alachua County Clerk of the Court James Powell, Ancient Records Manager, selects, digitizes and makes available 600 documents from the Clerk's public records; assists the system programmer in remote launch of search URLs as part of this project. Alachua County District Library (ACDL) Nance Lempinen-Leedy;Project Coordinator and Adult Services Manager of the District, will coordinate the project related aspects at the Headquarters Library, supervise other library staff affiliated with the project, and liaison with project partners. Bobby Ruth Powell, Project Librarian, will select 200 items to include in the project, research images, write image 1 description, and assign descriptors and subject headings. She will work with the Project Scanner, Project Cataloger and report to the ACDL Coordinator. Virginia Fettes, Project Cataloger, will catalog the 200 items. Jeff Dreisin, Project Scanner, will scan and quality control the images of the 200 items following established procedures. Monroe County Public Library, Key West, Florida Anne Layton Rice, Library Administrator and onsite Project Coordinator, will provide local coordination of item selection for digitization. 2000 pages of textual materials and 215 still graphics will be made available and scanned. She will coordinate the selection of items from tl;ie two other Key West partners: City of Key West and the Key West Art and Historical Society. Henry B. Plant Museum, Tampa, Florida Cynthia Gandee, Director, will select items from their collections for digitization and provide necessary information to create the metadata. She will provide onsite space for scanning and/or digital camera capture. Tampa Bay History Center, Tampa, Florida Robert S. Blount, Ill, President and CEO, will select items from their collections for digitization and provide information to create the metadata. He will provide onsite space for scanning and/or digital camera capture. Key West Museum of Art and History, Key West, Florida Claudia Pennington, Executive Director, oversees staff members to select artifacts, historic photographs and archival materials for the Ephemeral Cities project. Norman Aberle, runs data base search to identify objects in KWAHS collection from the 1889-1899 period. He then locates the objects (in our museums or in archival storage) for the imaging process. Brewster Chamberlin, registrar, prepares archival background information to assure historical accuracy on each of the selected items. Prior to this project, the Universi!Y of Florida has created high-resolution scaleable color images of the 6,500 Florida Sanborn maps created between the 1860s and 1923 and has purchased an appropriate map server ($5,335) that will serve the thematic layers including the Sanborn images associated with this project. The State University Libraries Digital Projects Planning Committee that oversees the development of collaborative university library digital projects [PALMM] has allocated $12,000 for the production of the city directory database associated with this grant 5

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PERSONNEL Project personnel include lead project coordinators for each city partnership. Each lead coordinator is at a major academic library and possesses experience in collaborative digital projects. Supporting staff at each academic library has the requisite knowledge and skills to perform all functions associated with digitization and metadata creation. All are participating in the PALMM (Publication of Archival, Library, and Museum Materials)(http://palmm.fcla.edu) initiative started by the Florida Center for Library Automation (FCLA) and have adapted common best practice standards for digitization and metadata creation. Currently there are fourteen active PALMM projects, covering topics ranging from herbarium specimens to juvenile literature. The Florida Heritage Collection (http://palmm.fcla.edu/fh/) is a collaborative project of all public university libraries. The Florida Center for Library Automation serves the academic libraries by managing their collections of digital texts, images and other media and will s,erve the same role for this project. The city partners include museums, city records offices, and libraries. Each participating organization will have a project coordinator. These individuals are records managers, museum directors/curators and librarians with expertise in curating their specific collections. The GIS Coordinator for the project has a Master's Degree from the University of Florida's Civil Engineering Geomatics program (Survey and Mapping) and 14 years of experience managing GIS and remote sensing projects. Technical support for the project will come from the Florida Center for Library Automation and the Systems at the University of Florida Libraries. These computer groups have extensive experience in database development and maintenance, Web interfaces, and serving of digital materials. (Attachment C contains resumes of key personnel.) PROJECT EVALUATION Ephemeral Cities will use the IMLS Outcomes Based Evaluation system. A variety of assessment and evaluation tools will be used: some will quantify use, others will provide a quality review of particular procedures and other aspects of the project with the intent to make the final project usable, extensible for current and future partners, and of value to students, educators, and the public. Final focus groups will be conducted by each partnership to determine the experiences of the participants. ,. (Attachment D contains the Evaluation Plan.) DISSEMINATION The grant team will disseminate information on this project using the following avenues: 1) create and distribute notices of the project to appropriate electronic mailing lists, 2) present the project at appropriate IMLS and digital library project meetings including state, national, museum, archive, and historical society conferences, 3) publish articles in the professional journals and newsletters of library, museum, historical and archival societies, and 4) develop hardcopy publicity to be sent to Florida historical societies and libraries encouraging their adoption of a city to help build Florida's historical city atlas beyond the granting period. 5) The Operations Manager and the developer of the education modules will develop and distribute introductory material targeted at K-12 te achers in Florida. SUSTAINABILITY Many states have already digitized Sanborn maps for their cities. Because these maps provide a standard historical base for all U.S. cities, the system architecture designed in the Ephemeral cities project can be adopted by any city/state that is interested in building a city digital atlas. Because the system is designed to encourage citizen contributions, the project developers believe that city learning communities will grow over time. The "My Town" event is expected to initiate a community awareness and interest in the project. In Florida, all public state universities participate in the Florida Heritage project (http://palm.fcla.edu/fh/): a digital collection of texts and still images on Florida's history, culture, arts, literature, and natural environments. The Florida Heritage project is funded on a yearly basis and many of the digitized items will be suitable for linking in Ephemeral Cities. Because the South Florida Water Management District is contributing monies to expand the project to include early maps of Miami and Ft. Lauderdale, both the University of South Florida and Florida International University have agreed to 6

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spend their 2003/04 Florida Heritage funding ($7,500 each) to continue the building of the Ephemeral Cities digital collections. Florida International University has already indicated an? interest in selecting items for digitization from the Wolfsonian collections (http://www.wolfsonian.fiu.edu/index.html) to further the project. I 7

UNIVERSITY OF George A. Smathers Libraries P.O. Box 117007 Gainesville, FL 32611-7007 (352) 392-0342 To Whom It May Concern: 24 March 2002 As part of the mandatory match for the IMLS grant "Ephemeral Cities," the University of Florida Libraries will contribute $53,826 worth of goods or services and indirect costs on those contributions in the federally negotiated amount of $24,222. An additional cash-match of $33,500 will be used for scanning, text conversion, and mark-up for items to be as part of this endeavor .... Dale B. Canelas Director George A. Smathers Libraries

Budget Justification i ; In-kind contributions are being made by five partners: the University of Florida (budget shown here}, University of South Florida Libraries, Florida International University Libraries, Alachua County Historic Trust/Matheson Museum, and the Florida Center for Library Automation. Their contributions are detailed in Attachment F. Permanent Staff The salaries indicated are commensurate with those currently paid within the state university system for the skills required. Benefits are calculated according to State of Florida rates of 21.8% of salary for those making $55,000 and up, 24% for salaries between $40,000 and $55,000, and 27% for salaries up to $40,000. Project Director is Erich Kesse, Director of the Digital Library Center (DLC), University of Florida (UF). Kesse responsibilities include all aspects of project planning and grant administration including the budget; coordinating activities of the partners; providing technical assistance in scanning and metadata creation; hiring and supervising the system programmer; and attending meetings to present the project. Operations Manager Stephanie Haas, Assistant Director, DLC, UF. Supervises daily work related to project; assists in developing publicity; tracks evaluation process; and assists the Project Director. GIS Coordinator Joe Aufmuth, Documents Department, University of Florida Libraries. Responsible for implementing and maintaining the GIS functionality of the system; hires and supervises the GIS Technicians. Digitization Manager (UF) Melody Smith, DLC, UF. Hires staff and supervises all aspects of scanning and quality control of images produced at the DLC, UF. Image Quality Manager Jane Pen, DLC, UF. Reviews and quality controls all images produced by the DLC, verifies linking of images to maps. Digital Camera Coordinator Randall Renner, DLC, UF. Scans and quality controls all items that cannot be scanned on flatbed scanners; assists in training digital camera staff for other partnerships as requested; provides color management expertise for the entire project. Responsible for any manipulation of Sanborn map images. Metadata Specialist Maureen Kelly, DLC, UF. Reviews and quality controls all text conversion and markup for this project. Database Programmer Ying Tang, Systems Department, University of Florida Libraries. Creates the database programs for data entry and searching related to the Sanborn map indexes. Database Administrator Winston Harris, Systems Department, University of Florida Libraries. Supervises the design and functioning of the databases and forms created by the Database Programmer. Salaries and Wages (Temporary Staff Hired for Project} 1 project technicianseach hired at .5 FTE to assist each partnership with the tasks of selecting, digitizing, and metadata creation. The technicians will be hired, trained and supervised by-the lead partnership agencies: University of Florida, Florida International University, and University of South Florida. 1system programmer1 FTE pr<>grammer will be hired and supervised by the Erich Kesse, the project coordinator. In consultation with the other partners, the System programmer will create the software to functionally integrate all of the atlas components. He/she will work closely with the GIS Coordinator and other database managers to assure system interoperability. 2-GIS techniciansHired at $1 O/hr, under the direct supervision of the GIS Coordinator, the GIS technicians will assist in the georectification of the Sanborn maps and will be responsible for georeferencing the specific buildings on the maps. Their work will create the coordinate lookup tables that will be used to populate the structural metadata for all of the digitized objects. It is estimated that it will take 2 days/ map to do the manipulation and data capture at a cost of $160/map. There are 64 maps.

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Travel 2 IMLS related trips $4,000 for the Project Administrator and one other partner This amount is recommended by the granting agency. Destinations are likely to be Washington, DC 2-Key West to Gainesville airfare@ $900 + $150(1odging) + $84 (food=3 days@$28)= $1134 x 2=$2,268. These trips are for project planning purposes. Anne Rice, May Hill Russell Public Library of Monroe County Public Library, as the on site coordinator for the Key West partners will be participating in all joint planning activities. Materials, Supplies & Equipment 1 digital camera system: 1 Kodak Pro 14n digital camera 14 megapixels=$5,000, 1Nikon50 mm f/1.2 AIS Manual Focus Lens=$400, 2-Sandisk 512MB Compact Flash Memory Card @$125, 1Sandisk 2-in-1 USB Reader Cards=$30, 1-Kaiser RB 5005 High Frequency Daylight Copy Light Set=$2,600, 1-Bogen Maxi-Repro Copy Stand with Table and Lite Box=$2,000, 1 black velvet backdrop=$50, 1 tripod=$300. Total cost per system is $10,630. This system will be used to capture the 3dimensional objects in museums and for objects that cannot be captured on flatbed scanners. 3-ERDAS Imagine image processing software will be purchased by the University of Florida and used to georectify the Sanborns and georeference the places on the maps. 2-120 gig hard disks to expand map server capacity for the Sanborns. 2-rolls plotter paperused to print demonstration posters of this project from the plotter at the University of Florida Libraries. 3-Blk, CYMK color cartridges used in the plotter. 1 Dell workstations with the computer configuration of t.O GHz P4, 512 MB RAM, 40 GB hard drive, 17" flat monitor and up to a 64 MB video to be connected with the scanner and to be used for metadata creation. 118GIG SCSI drive for Compaq server (ACDL) to increase space for additional images for the Alachua County Library District Heritage Collection server. 1Microtek 9800XL flatbed scanners with SCSI cards. Used to scan documents including postcards, pamphlets, photographs, and documents. Services 15-educational modules $500 authoring of passages and FCAT-like questions; $250 to develop activities, reading strategies, and student activity sheets. Each module costs $750 to create. Contract for conversion of 2400 images to full text and markup. Per image cost is $1. 25. The two contractors under consideration are ByteManagers and iArchives. Other 1-"My Town" events publicity including 2 newspaper ads for each city and 1,000 color flyers for distribution. The detailed budgets for the subcontracts with University of South Florida Libraries and Florida International University Libraries are found in Attachment F including match. Detailed match contributions from the Florida Center for Library Automation and the Alachua County Historic TrusUMatheson Museum are also found in Attachment F. CASH MATCH As noted in the Summary Budget, cash matches totaling $55,500 are being made by four organizations.

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The University of Florida Libraries is matching $33,500 (includes $7,eycf.pof Florida Heritage funds) from the operating budget of the Digital Library Center, UF. These monies will be used to microfilm, scan, convert and mark-up texts related to this project. (Confirmation letter in Attachment F.) The South Florida Water Manager-gent District is funding $7,000 in cash match to complete the georectification for historic Miami and Ft. Lauderdale Sanborn maps. (Confirmation letter and proposal for work in Attachment G) The georeferencing of the maps will be done under the supervision of the GIS Coordinator, University of Florida. Both FIU and USF have also committed their portions of the Florida Heritage monies ($7,500 each) for 2003/04 to digitizing items related to Miami/Ft. Lauderdale and Tampa, respectively. Total contribution is $15,000. (Confirmation letters in Attachment F.)

Mr. John P. Kruzcek December 29, 2000 Page 2 Must follow for equipment covered by new policy Department will exercise its disposition rights for -equipment wit.':l a fair market value $1, 000 or more [45 C?R 74.34(g) and 92.32(e)J. To indicate your concurrence with the understanding cited above, please have the original of this letter, in the space provided below, and the original of the Agreement, signed by a duly authorized representative of your orqa.nization and retur:i. them co me, retaining the copies for your files. We.will reproduce and distribute the Agreement to the appropriate awarding organizations of the Federal Government for their use. The Office o t Management and Budget (OMB) has requested that we reach an agreement with each institution on the components of the published F&A cost rates. The attached form is provided for that purpose. Plea.se sign these forms and return them with the original agree."Tlent. .. A F&A cost proposal, together w.:'.-::_':z the required supporting information, are required to substant.:'.ate your claim for F&A cosrs under grants and contracts awarded by the Federal Goveznment. Therefore, your next proposal, based on actual costs :for the fiscal year ending June 30, 2004, is due in our office by December 31, 2004. Enclosures CONCORRENCE: ( ature) _, o \t\n P Kr-u..c_,_-e..\
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.J .L ..1....L l.J university of Florida AGREEMENT DATE: December 29, 2000 SECTION II: SPECIAL REMARKS TREATMENT OF FRINGE BENEFITS: Fringe benefits are specifically identified to each employee and are charged individually as direct costs. The directly claimed fringe benefits are listed below. TREATMENT OF PAID ABSENCES: vacation, holiday, sick leave pay and other paid absences are included in salaries and wages and are claimed on grants, contracts and other agreements as part of the =os: for salaries and wages. Separate claims fer the costs of these paid absences are not made. OFF-CAMPUS DEFINITION: For all activities performed in facilities not owned by the institution and to which rent is directly allocated to the project(s), the off-campus rate will apply. Actual costs will be apportioned between on-campqs and off-campus components. Each portion will bear the appropriate rate. Fringe Benfits include:, FICA, State unemployment,.Workers' Compensation, Retirement and Life & Health Insurance. ... Effective July 1, 2000, equipment means an of nonexpendable tangible personal property having a useful life of more than one year, and an acquisition cost of $1,000 or more per unit. ... The rates contained in this Agreement reflect the combined cost of the University of Florida and The University of Florida Research Foundation, Inc., and will apply to grants and contracts awarded ta Foundation. This Rate Agreement corrects Off-Campus, orgn Research rate for FY 2001, and On-campus, Other Spons Acts rate for FY 2001 -FY 2005. (2)

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university of Florida AGREEMENT DATE: December 29, 2000 SECTION Ill: GENERAL A. LIMITATIONS: .. l ., il The rates in this Agreement ari subject to any statutory or administrative limitations and apply to a given grant, contract c other agreement only to the extent that funas are available. Acceptance of the rates is subject to the following conditions: (1) Only costs incurred by the organization were included in its facilities and administrative cost pools as finally acc!ptec costs are legal the organization and are allowable under the governing cost principles; (2) The same costs the been treated as facilities and administrative costs are not claimed as direct costs; (3) Similar types of costs have been ace consistent accounting treatment; and (4) The information provided by the organization which was used to establish the rates i later found to be materially incomplete or inaccurate by the Federal Goverrment. In such situations the rate(s) would be subj renegotiation at the discretion of the Federal Government. B. ACCOUNTING CHANGES: This Agreement is based on the accounting system purported by the organization to be in effect during the Agreement period er to the method of accounting for costs which affect the amount of reimbursement resulting from the use of this Agreement requir prior approval of the authorized representative of the cognizant agency. Such changes include, but are not limited to, changes the charging of a particular type of cost from facilities and administrative to direct. Failure to obtain approval may result cost disallowances. C. FIXED RATES: If a fixed rate is in this Agreement, it is based on an estimate of the costs for the period covered by the rate. When the act costs for this period are determined, an adjustment will be made to a rate of a future yearCs> to for the differene between the costs used to establish the fixed rate and actual costs. D. USE BY OTHER FEDERAL AGENCIES: The rates in this Agreement were approved in accordance with the authority in Office of Management and Circular A Circular, and should be applied to grants, contracts and other agreements covered by this Circular, subject to any limitations above. The organization may provide copies of the Agreement to other Federal Agencies to give them early notification of the Agreement. E. OTHER: If any Federal contract, grant or other agreement is reint:Jursing facilities and administrative costs by a means other than the approved rateCs> in this Agreement, the organization should C1) credit such costs to the affected programs, and (2) apply the approved rate(s) to the appropriate basi;_ to identify the proper amount of facilities and administrative costs allocable to thes BY THE INSTITUTION: University of Florida (NAME) C!-oV\+ c o I I (TITLE) (OAF9 I J-Oo( (3) BY THE COGNIZANT AGENCY ON BEHALF OF THE FEDERAL GOVERNMENT: DEPARTMENT OF HEALTH AND HUMAN SERVICES (NAME) DIRECTOR, DIVISION OF COST ALLOCATION (TITLE) December 29 2000 COATE) 0301 HHS REPRESENTATIVE: Chi tra Verma Telephone: (202) 401-2808

6. Estimate cost per image. Include costs such as scanning, control and indexing. Indicate the basis for calculation: 7. Explain how you will the content through metadata, including which standard you will use (e.g., MARC, EAD, Dublin Core): various layers ofmetadata: MARC21 (I-level cataloging); modified METS (i.e., PALMM MXF, including extended fully-qualified Dublin Core [OAI-compliant]); TEI (local Subset) tagging for text 8. Describe plans for preservation and maintenance of the digital files after the expiration of the grant period (i.e., storage systems, migration plans, and funding): Partners are encouraged to contribute digital masters to FCLA, currently in the 1st ofa 3-yearplan to build an archival trusted-repository; the majority of partners have agreements with FCLA; masters are stored ?n tape w/ routine inspection & periodic migration 9. If you are producing collection-level records, describe plans for submitting collection-level descriptive records to a bibliographic utility, such as Research Libraries Information Network (RLIN) or OnlineComputer Library Center {OCLC). State reasons for selecting any alternative approaches: 1 No collection level records. Item level records are routinely contributed to OCLC. The University of Florida also contributes to RLIN via periodic tape load. As partner in RLG's Cultural Materials Initiative, FCLA also makes digital content available with OAI-compliant metadata via the Initiative. 10. Describe plans for submitting information about the project to a national level registry of digital resources, such as the Association of Research Libraries' Digital Initiatives Database {http://www.arl.org/did/) or OCLC's Cooperative Online Resource Catalog {http://www.oclc.org/corc). State reasons for selecting any alternative approaches: .... The project will be cataloged as an electronic resource, with PURL for project home page, via OCLC. Record so entered should become available via CORC. Other P ALMM projects have similar OCLC cataloging. 11. Provide URL{s) for applicant's previously-digitized collections: see PALMM projects listed at http://palmm.fcla.edu/collection.html -UF, USF and FIU are PALMM principle content contributors. PALMM is the collaborative digital archives, library, and museum materials project of Florida institutions.

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Partnership Statements Gainesville City Partnership: Alachua County Historic Trust/Matheson Museum, Inc Alachua County Clerk of the Court. Alachua County District Library Tampa City Partnership: University of South Florida Libraries Tampa Bay History Center Henry B. Plant Museum Key West Partnership: Florida International University Libraries Monroe County Board of Commissioners, Division of Community Services, Library Services City of Key West Key West Art & Historical Society Florida Center for Library Automation Florida Center for Information Technology, University of South Florida (stipulates responsibilities for creating educational modules)

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. i 2003 IMLS National Leadership Grants Partnership. Statement Applicant Organization: University of Florida Libraries Briefly list the activities that this organization has agreed to perform: As the applicant organization, the University of Florida Libraries assumes all administrative responsibilities for this project including budgetary oversight and coordinating and tracking all partnered activities. Specific responsibilities related to successful completion of the grant include: developing all aspects of the GIS functionality including georectifying map images and creating appropriate mechanisms for linking digital objects to the maps; text digitization and markup for city directories and newspapers; digitization and metadata procedural implementation; assisting in Web site design; and project evaluation. Partner member: Tht; Alachua County Historic Trust/Matheson Museum, Inc Briefly list the activities that this organization has agreed to perform: The Matheson Historical Center will make available for the project 30 museum objects and 200 still images for digital capture, ... metadata creation, and Web serving. A hired project technician will do the digital capture and metadata creation. The Florida Center for Library Automation will archive the master uncompressed TIFF images and serve the derivative image formats, e.g., jpegs, sids, and metadata. Ownership of the original materials will be attributed to the Matheson Historical Center. 3 We, the undersigned institutions, agree to all of the following: We will carry out the activities described above and in the Application Narrative; We will use any funds we receive from IMLS in accordance with applicable Federal laws and regulations; and We assure that our facilities and programs comply with applicable Federal requirements. Signature of Authorizing Off!cial Applicant Organization Dale B. Canelas Date' I Signature of Authorizing Official Partner Organization WSCL P.:>. -itil-e/ Name of Authorizing Official (Type or Print) s/1{tJ3 Dat

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2003 IMLS National Leadership Grants Partnership Statement Applicant University of Florida Libraries Briefly list the activities that this organization has agreed to perfonn: As the applicant organization, the University of Florida Libraries assumes all administrative responsibilities for this project including budgetary oversight and coordinating and tracking all partnered activities. Specific responsibilities related to successful completion of the grant include: developing all aspects of the GIS functionality including georectifying map images and creating appropriate mechanisms for linking digital objects to the maps; text digitization and markup for city directories and newspapers; digitization and metadata procedural implementation; assisting in Web site design; and project evaluation. Partner member (organizations): Alachua County Clerk of the Courts Briefly list the activities that this organization has agreed to perform: As part of the Gainesville partnership of Ephemeral Cities, the Alachua County Clerk of the Courts will: ... 1) Select, scan, and serve digital copies of 600 historic documents related to Gainesville from the public records under the jurisdiction of the Alachua County Clerk of the Court. 2) Work with the project programmer to provide an interface between the digital files on the server of the Alachua County Clerk of the Courts and the Ephemeral Cities system architecture that will permit access to existing records by name, date, etc. 3) Recommend appropriate methods for alerting users of the existing "Ancient Records" files to the Ephemeral City project. 3. We, the undersigned institutions, agree to all of the following: We will carry out the activities described above and in the Application Narrative; We will use any funds we receive from IMLS in accordance with applicable Federal laws and regulations; and We assure. that our facilities and programs comply with applicable Federal requirements Signature of Authorizing Official Applicant Organization Dale. 0 Canclas Name of Authorizing Official (Type or Print) J/-t4'/&>3 Datri Date

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2003 I:Ml.S 9{sr.tional Leatfersliip (jrants Partnership Statement Applicant Organization: University of Florida Libraries Briefly list the activities that this organization has agreed to perform: As the applicant organization, the University of Florida Libraries assumes all administrative responsibilities for this project including budgetary oversight and coordinating and tracking all partnered activities. Specific responsibilities related to successful completion of the grant include: developing all aspects of the GIS functionality including georectifying map images and creating appropriate mechanisms for linking digital objects to the maps; text digitization and markup for city directories and newspapers; digitization and metadata procedural implementation; assisting in Web site design; and project evaluation. Partner member: Alachua County Library District (ACLD) Briefly list the activities that this organization has agreed to perform: As part of the Gainesville partnership of Ephemeral Cities, the Alachua County Library District will: .... 1) Select, scan, and make available on the ACLD server 200 still images for the Ephemeral Cities project. It will also provide access to the 250 images that were created' as the digital Heritage Collection. 2) Assist in extracting metadata for all digital objects from existing records and submit to the Florida Center for Library Automation for serving. 3) Coordinate the planning for and host the "My Town" event in Gainesville. 3. We, the undersigned institutions, agree to: Carry out our specified applicant or partnership activities as outlined above and more fully described in the Application Narrative, and Will use any funds we receive from IMLS in accordance with applicable Federal laws and regulations. awn. 111 Official Applicant Organization Name of Authorizing Official (Type or Print) Name of Authorizing Official (Type or Print) 3-17-03 Date' / Date

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Partnership Statement Applicant Organization: University of Florida Libraries Briefly list the activities that this organization has agreed to perfonn: As the applicant organization, the University of Florida Libraries assumes all administrative responsibilities for this project including budgetary oversight and coordinating and tracking all partnered activities. Specific responsibilities related to successful completion of the grant include: developing all aspects of the GIS functionality including georectifying map images and creating appropriate mechanisms for linking digital objects to the maps; text digitization and markup for city directories and newspapers; digitization and metadata procedural implementation; assisting in Web site design; and project evaluation. Partner member (organizations): University of South Florida Libraries Briefly list the activities that this organization has agreed to perform: As part of the Tampa partnership of Ephemeral Cities, University of South Florida will: 1) Select, digitize, catalog (as needed), and provide metadata for 2,000 textual items, 1,000 still graphics, and 50 museum objects 2) Provide copies of the textual images to the University of Florida for conversion and markup 1) Catalog records will be entered into the state university libraries online catalog WebLUIS and into the national union catalog OCLC. 2) Create standardized metadata records and submit the metadata and the described digital objects to the Florida Center for Library Automation for serving and storage. 3) Provide technical assistance to any other Tampa partners. 3. We, the undersigned institutions, agree to all of the following: We will carry out the activities described above and in the Application Narrative; We will use any funds we receive from IMLS in accordance with applicable Federal laws and regulations; and We assure that our facilities and programs comply with applicable Federal requirements. USF Ubrary System University of South Florida 4202 East Fowler Avenue, LIB 122 Tampa, Florida 33620-5400 (813) 974-1642 FAX (813) 974-5153 The University of South Florida is an Affirmative Action/Equal Access/Equal Opportunity Institution

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Signature of Authorizing Official Applicant Organization Dale. B. Canelas Name of Authorizing Official (Type or Print) 3/25/03 Date ... Signature of Authorizing 0 1cial Partner Organization JJG12-.eie f>Eez Name of Authorizing Official (Type or Print) Date

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2003 JMLS National Leadership Grants Partnership. Statement Applicant Organization: University of Florida Libraries Briefly list the activities that this organization has agreed to perform: As the applicant organization, the University of South Florida Libraries assumes all administrative responsibilities for this project including budgetary oversight and coordinating and tracking all partnered activities. Specific responsibilities related to successful completion of the grant include: developing all aspects of the GIS functionality including georectifying map images and creating appropriate mechanisms for linking digital objects to the maps; text digitization and markup for city directories and newspapers; digitization and metadata procedural implementation; assisting in Web site design; and project evaluation. Partner member: Henry B. Plant Museum Briefly list the activities that this organization has agreed to perform: The Henry B. Plant Museum will make available for the project 50 museum objects for digital capture, metadata creation, and Web serving. A hired project technician will do the digital capture and metadata creation. The Florida Center for Library Automation will archive the master uncompressed 1tIFF images and serve the derivative image formats, e.g., jpegs, sids, and metadata. Ownership of the original materials will be attributed to the Henry B. Plant Museum. 3. We, the undersigned institutions, agree to all of the following: We will carry out the activities described above and in the Application Narrative; We will use any funds we receive from IMLS in accordance with applicable Federal laws and regulations; and We assure that our facilities and programs comply with applicable Federal requirements. Signature of Authorizing Official Applicant Organization Dale B. Canelas, Dir. University Libraries Cynthia Gandee Name of Authorizing Official (fype or Print) 3/25/03 Date Name of Authorizing Official (fype or Print) March 12, 2003 Date

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2003 IMLS National Leadership Grants Partnership .Statement Applicant Organization: University of Florida Libraries Briefly list the activities that this organization has agreed to perform: As the applicant organization, the University of Florida Libraries assumes all administrative responsibilities for this project including budgetary oversight and coordinating and tracking all partnered activities. Specific responsibilities related to successful completion of the grant include: developing all aspects of the GIS functionality including georectifying map images and creating appropriate mechanisms for linking digital objects to the maps; text digitization and markup for city directories and newspapers; digitization and metadata procedural implementation; assisting in Web site design; and project evaluation. Partner member (organizations): Florida International University Libraries Briefly list the activities that this organization has agreed to perform: As part of the Key West partnership of Ephemeral Cities, Florida International University Libraries will: ... 1) Catalog all items selected for digitization by the partnership. These records will be entered into the state university libraries online catalog WebLUIS and into the nationa-1. union catalog OCLC. 2) Create and submit metadata records and the described digital objects to the Florida Center for Library Automation in accord with established standards. 3) Provide technical assistance in scanning to other Key West partners. 3. We, the undersigned institutions, agree to all of the following: We will carry out the activities described above and in the Application Narrative; We will use any funds we receive from IMLS in accordance with applicable Federal laws and regulations; and We assure that our facilities and programs comply with applicable Federal requirements. Signature of Authorizing Official Applicant Organization Dale. B. Canelas Laurence Miller Name of Authorizing Official (Type or Print) Name of Authorizing Official (Type or Print) 3fafe3 Datd I Date

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2003 IMLS National Leadership Grants PartnershiP. Statement Applicant Organization: University of Florida Libraries Briefly list the activities that this organization has agreed to perform: As the applicant the University of Florida Libraries assumes all administrative responsibilities for this project including budgetary oversight and coordinating and tracking all partnered activities. Specific responsibilities related to successful completion of the grant include: developing all aspects of the GIS functionality, including gee-rectifying map images and creating appropriate mechanisms for linking digital objects to the maps; text digitization and markup for city directories and newspapers; digitization and metadata procedural implementation; assisting in Web site design; and project evaluation. Partner member (organizations): Monroe County Board of Commissioners, Division of Community Services, Library Services Briefly list the activities that this organization has agreed to perform: As part of the Key West partnership defined in this grant, the Local History Department, May Hill Russell Public Library of Monroe County Public Library will provide local coordination of item selection for digitization. 2000 pages of textual materials and 215 still graphics will be maqe available and scanned from the Local History collection. An additional 600 photographs from a current "Milemarkers" grant project will be made available to this project. 3. We, the undersigned institutions, agree to all of the following: We will carry out the activities described above and in the Application Narrative; .. use any funds re.ceived from IMLS in accordance with applicable ,;, -J?'Q laws and regulations; and 03 that our ra:mtie.s and programs Federal as specified m the grant apphcat10n gmdehnes. CLERK ff!f-df=F -'Jh. \\/ ... :+. 1 Signature-of Authorizing Official Applicant Organization Dale B. Cane las, Dir. Univ. Libraries Mayor Dixie Spehar, Monroe County Board of Commissioners Name of Authorizing Official (Type or Print) Name of Authorizing Official (Type or Print) Date Date

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2003 JMLS National Leadership Grants Partnership .Statement Applicant Organization: University of Florida Libraries Partner member: City of Key West Briefly list the activities that this organization has agreed to perform: As part of the Key West partnership defined in this grant, the City of Key West will make available for digitization five rolls of microfilm of 1890's era meeting minutes, police dockets and resolutions. We, the undersigned institutions, agree to all of the following: We will carry out the activities described above and in the Application Narrative; We will use any funds received from IMLS in accordance with applicable Federal laws and regulations; and We assure that our facilities and programs comply with applicable Federal requirements, as specified in the grant application guidelines. JIMMY WEEKLEY Name of Authorizing Official (Type or Print) MARCH 18, 2003 Date Dale B. Canelas, Director for University Libraries Name of Authorizing Official 3/25/03 Date

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281 Front Street Key West, FL 33040 305-295-6616 FAX 305-295-6649 www.kwahs.com KEY WEST MUSEUM OF ART & HISTORY at the CUSTOM HOUSE 281 Front Street Key West, FL 33040 305-295-6616 KEY WEST LIGHTHOUSE MUSEUM 938 Whitehead Street Key West, FL 33040 305-294-0012 EAST MARTELLO MUSEUM 3501 South Roosevelt Blvd. Key West, FL 33040 305-296-3913 FAX 305-296-6206 2003 IMLS National Leadership Grants Partqership Statement Applicant Organization: UNIVERSITY OF FLORIDA LIBRARIES Partner member: KEY WEST ART & HISTORICAL SOCIETY Briefly list the activities that this organization has agreed to perform: As part of the Key West partnership defined in this grant, the Key West Art & Historical Society will make available for digitization SO items from their collection. Approximately 1 S items are three-dimensional and the remaining 35 items are textual materials or still photographs. We, the undersigned institutions, agree to all of the following: We will carry out the activities described above and in the Application Narrative; We will use any funds received from IMLS in accordance with applicable Federal laws and regulations; and We assure that our facilities and programs comply with applicable Federal requirements, as specified in the grant application guidelines. Signature of Authorizing Official Applicant Organization Dale B. Canelas Name of Authorizing Official (Type or Print) s/ :l if/t; .J Dafo Org C..LA.u\;) 1p... L 7E.N/J 1DeTD1u Name of Authorizing Official ALcLL 1 01 df2!9 Date

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; p 2003 IMLS National Leadership Grants Partnership.Statement Applicant Organization: University of Florida Libraries Briefly list the activities that this organization has agreed to perform: As the applicant organization, the University of Florida Libraries assumes all administrative responsibilities for this project including budgetary oversight and coordinating and tracking all partnered activities. Specific responsibilities related to successful completion of the grant include: developing all aspects of the GIS functionality including georectifying map images and creating appropriate mechanisms for linking digital objects to the maps; text digitization and markup for city directories and newspapers; digitization and metadata procedural implementation; assisting in Web site design; and project evaluation. Partner member (organizations): Florida Center for Library Automation (FCLA) Briefly list the activities that this organization has agreed to perform: l) To ingest, serve and archive the digital images and metadata created as part of the Ephemeral Cities project that are compliant with existing P ALMM standards. "" 2) To assist in the development of Ephemeral Cities as a PALMM project. 3. We, the undersigned institutions, agree to all of the following: We will carry out the activities described above and in the Application Narrative; We will use any funds we receive from IMLS in accordance with applicable Federal laws and regulations; and We assure that our facilities and programs comply with applicable Federal requirements. _James F. Corey _____ _,_ ___ Name of Authorizing Official (Type or Print) Date1 1 Date "'/ 18j1J.1

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2003 IMLS National Leadership Grants Partnership. Statement ? Applicant Organization: University of Florida Libraries Briefly list the activities that the University of Florida Libraries has agreed to perform: As the applicant organization, the University of Florida Libraries assumes all administrative responsibilities for this project including budgetary oversight and coordinating and tracking all partnered activities. Specific responsibilities related to successful completion of the grant include: developing all aspects of the GIS functionality including georectifying map images and creating appropriate mechanisms for linking digital objects to the maps; text digitization and markup for city directories and newspapers; digitization and metadata procedural implementation; assisting in Web site design; and coordinating project evaluations. Partner member: Florida Center for Instructional Technology, University of South Florida FCIT would be responsible for: 1. determining the theme of the 15 modules in consultation with other partners. 2. research content for each module and write passage at appropriate grade level. (Five at an adult le'7el and ten at the level used for passages on the fourth grade FCAT. Note that the level used for fourth grade FCAT passages is significantly above most fourth grader's independent reading level.) 3. produce "FCAT-like" questions for each of the ten student modules. 4. verify content with subject matter experts. 5. produce appropriate reading strategies for each of the ten student passages. (Note that there may be some duplication between strategies for these new passages and the strategies for the existing passages and additional passages being developed under another grant. There are only so many recommended strategies.) 6. produce teacher's notes for each of the student passages including alignment to the Sunshine State and the National Geography Standards. 7. develop suggested student activities to accompany each student passage. 8. design any necessary student handouts for the suggested activities. 9. create original line art ro illustrate the fifteen passages.

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. t r, 10. create any original line art, diagrams, or other graphics needed for the supplementary materials 11. format the above materials into web pages and/or PDFs as directed by lead partner. 12. pilot test modules with appropriate students and teachers. 13. any necessary revisions. We, the undersigned institutions, agree to all of the following: We will carry out the activities described above and in the Application Narrative; We will use any funds received from IMLS in accordance with applicable Federal laws and regulations; and We assure that our facilities and programs comply with applicable Federal requirements, as specified in the grant application guidelines. Signature of Authorizing Official Applicant Organization Dale B. Canelas Name of Authorizing Official (Type or Print) ... Date

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University ot ?'l.orida. Florida Gentlemen: IHTRNAl. REVENUE SERVICE WASHINGTON 25, Q. C. '. t } ., OCT 3 1 1951 .. MP\. 't .....,. TQ In a ruling dated July 71 1961, it held that you 2ra not Federal tax section o! t.he Intcrnnl Rtvenue Code of 17$4 an described in section 50l(c)(3) of the G:i July 27, 1961, you \lere granted an exter.riOll of time to October 101 1961, within hich to !ile a protest to our rulin6 In view o! Public L4W 67-370, 87th H.P.. u3l7, passed by the and signed en October L, 1961 by the ?resident o! the United malci.n5 the o! section 1'03(b) ct the Code &ppllr:able to "an eaucz.tion"ll in:rtitution (as de!ined in seetior.. o! the em?loyer is "a State, a subdivi:;ion o! 3. State, or a!l acency or 1.nstrumenta.li.ty o! any one or more o! the !oregoine", it appears that your in !ilinc application for exemption has been served, and no !u;rtber action is co:ite10r plated by thi.s o!.ice. ... A. reT.i:e o.f our record.a that a ruling dated February 12, lSh.S, it. vns h'ld thAt you are an instrumentality o! the State o! Florida. "b yQu ar not to Federal ipcogg tax and, are to file :ederal income tax return.st In a letter dated April 7, 1953, yoa ere informed that the ruling or December l2, l91S rem.ai:cs in e!!'ect.. Thi:s ruling is at!'irmcd at t.bi:s time. U you have a.ny !urther inquiriets :.n this matter, it is suggested that you. 'Uke them up rd. t.h your District Director c.C Internal Bevenue, who is bein& !ur:liahed a CO'fT"J' o! tl:d:s letter. 1 Organiu.tions Eranch 19, HV sr 6 2 Mil

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Applicant(s) Organizational Profiles Gainesville City Partnership: University of Florida Libraries Alachua County Historic Trust/Matlileson Museum, Inc Alachua County Clerk of the Court Alachua County District Library Tampa City Partnership: University of South Florida Libraries Tampa Bay History Center Henry B. Plant Museum Key West Partnership: Florida International University Libraries Monroe County Board of Commissioners, Division of Community Services, Library Services City of Key West ,. Key West Art & Historical Society Florida Center for Library Automation Florida Center for Information Technology, University of South Florida

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. l 1 Organizational Profile: University of Florida Libraries Located in Gainesvifie, Alachua County, the Libraries of the University of Florida form the largest information resource system in the state of Florida. The Libraries of the University of Florida consist of eight libraries. Six are in the system known as the George A. Smathers Libraries of the University of Florida and two (Health Sciences and Legal Information) are attached to their respective administrative units. Together the Libraries hold over 3,000,000 catalogued volumes, 4,200,000 microforms, 1,000,000 documents, 550,000 maps and images, and 20,000 computer datasets. FTE staffing at the Libraries includes 103 professionals, 210 support staff, and 92 student assistants. The Libraries serve over 35,000 students and a faculty of 1,536. The operating budget for 1999-2000 was $23.2 Recent grant administrative experience within the Libraries includes an IMLS grant "Linking Florida's Natural Heritage: Science & Citizenry," (http://palmm.fcla.edu/lfnhl}, two LSTA grants "FEFDL Florida Electronic Federal Depository Library," (http://www.uflib.ufl edu/fefdl/) and "From the Air: the photographic record of Florida's lands," and an NEH grant "Literature for Children." (http://palmm.fcla.edu/juv/) The Departments that will be involved in the Ephemeral Cities project include: Digital Library Center, the GIS Coordinator of the Documents Department; the Special Collections Department, the Resource Services (Cataloging), and the Systems Department.

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'J The Alachua County Historic Trust: Matheson Museum, Inc. The Alachua County Historic Trust: Matheson Museum, Inc. is a 501(c)3 nonprofit organization founded in 1994. Its mission is to interpret the history of Gainesville and Alachua County through exhibitions, public programs educational programs, and publications, and by collecting and preserving original and secondary material that help to illuminate our past. The museum complex includes the Museum building, the old American Legion Hall (1932), the Matheson House (1867), the Tison Tool Museum and Sweetwater Park, adjacent to the Museum. The Museum's collections focus on Alachua County, North Central Florida, and include some general Florida historical material. Highlights include over 20,000 historic Florida postcards from every county in the state; 1,500 Florida stereoview cards; a large collection of illustrations of Florida from Frank Leslie's Illustrated Newspaper and Harper's Weekly newspaper; the Bone Photograph Collection, featuring photographs taken by local professional photographer Elmer Bone from the 1920s-1950s (10,000 images); a general Alachua County photograph file (5,000 images); 100+ cubic feet of records oflocal businesses, families and civic and social groups; and 600-1000 objects (uncatalogued), dating from 1600s to present, and encompassing everything from arrowheads to period Eastlake furniture. The Museum's library boasts nearly 3,000 books on Florida history and culture subjects, City of Gainesville Directories dating from 1906, 400 novels set in Florida, and a 70 cubic-foot Alachua County history subject file of secondary source material. ... The Museum is open Tuesday-Friday, 9:30 am -I :30 pm, the second and fourth Saturdays of the month, I cf am -4 pm, and Sundays from 1-5 pm. Admission is free. Annual visitor attendance is nearly 5,000 The Executive Director will have management responsibility for the Ephemeral Cities project. Other staff and volunteers will participate, and the Museum will hire an additional temporary technician to assist with the project.

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J.K. "Buddy" Irby Clerk CLERK OF THE COURT Alachua County Coutthouse Post Office Box 600 Gainesville, Florida 32602 Telephone (352) 374-3636 ORGANIZATIONAL PROFILE: CLERK OF THE CIRCUIT COURT ARCHIVES DIVISION Mission: The mission of the Archives Division is to preserve and make available the legal history of the people of Alachua County. The division seeks to achieve this goal through the preservation of the extant records, the indexing and cataloging of those records, arid through the process of digitizing records to make them available via remote access. The aspect of the division regarding Public Records is regulated by the Florida Public Records Law, Florida Administrative Code, Rules of Court, Advisory Opinions, and specific inclusion within statutory law. Oversight of all regulations regarding Public Records is through the Department of State, Division of Library and Information Services, Bureau of Archives and Records Management. Service Area: The Archives Division serves anyone seeking information about the legal history of the county. We regularly provide information to attorneys, law enforcement agencies, the courts, federal, state and local agencies, as well as ordinary citizens seeking information regarding genealogy, ancestry, property ownership, and other legal actions. Level of Service: The Division has a continuing program of digitizing, indexing and transcribing historical rec<1'rds. The Ancient Records Coordinator has developed a dedicated group of online volunteers that index and transcribe records that have been digitized. Many volunteers are researching their own genealogy, and there is an emphasis on indexing Marriage Records, Probate Records, and Deeds, since through these records family history is most often traced. The Division also researches and locates stored coiirt flles, dockets, indices, and other records oflegal actions for all of the parties listed in the Service Area. The Archives Division is a division of the office of the Clerk of the Circuit and County Court, J. K. "Buddy" Irby, Clerk. The individual primarily responsible for the management of the project activities will be the Ancient Records Coordinator. The Archives Division Manager will supervise the Ancient Records Coordinator, and will liaison with the Clerk of the Court and Assistant Clerks as needed

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. 1 Adult Services (352) 334-3934 FAX (352) 334-3948 ALACHl!JA COUNTY LIBRARY DISTRICT Headquarters -401 East University Ave. Gainesville, FL 32601-5453 ORGANIZATIONAL PROFILE Chapter 98-502, Lavrs of Florida, establishes the Alachua County Library District, an independent special taxing district, as the sole provider of library services in Alachua County. The District and Alachua County's boundaries are congruent. The District's Governing Board is composed of three members of the Board of Alachua County Commissioners and two members of the Gainesville City Commission. "Governors" are selected by their respective Commissions to serve on the Library District Governing Board. The Governing Board may levy ad valorem taxes up to 1.5 mills for operational expenses and all millage necessary to pay the principal and interest on general obligation bonds. The District also has authority to issue limited tax bonds for capital improvement purposes and General Obligation Bonds with referendum approval. The Alachua County Library District provides public library service to a county-wide population of approximately 217,955 (2000 Census). The District is a centralized system with a Headquarters Library locpted in downtown Gainesville. Two urban branches are located in the northwest (Millhopper Branch) and southwest (Tower Road Branch) areas of Gainesville, seven rural branches reside in the municipalities of Alachua, Archer, Hawthorne, High Springs, Micanopy, Newberry and Waldo. In addition to these ten facilities, the Lif>rary District operates one bookmobile, with a second bookmobile to begin service on October 6, 2001 With a Fiscal Year 2001-2002 operating budget of $10,781,061, the Library District provides a wide range of services, programs and access to resources for the citizens of all ages in Alachua County. For the Ephemeral Cities project, the following staff will perform the duties specified: Nance Lempinen-Leedy, Project Coordinator and Adult Services Manager of the District, will coordinate the project related aspects at the Headquarters Library, supervise other library staff affiliated with the project, and liaison with project partners Bobby Ruth Powell, Project Librarian, will select 200 items to include in the project, research images, write image description, and assign descriptors and subject headings. She will work with the Project Scanner, Project Cataloger and report to the ACDL Coordinator. Virginia Fettes, Project Cataloger, will catalog the 200 items. Jeff Dreisin, Project Scanner, will scan and quality control the images of the 200 items following established procedures. Ari Equal Opporturnfy Employer MFVD TDD (352)334-3904

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University of South Florida Institutional Profile The University of Soutti Florida (USF), established in 1956 as a public university, is a comprehensive multi-campus research university serving more than 39,000 students. With four campuses, USF is home to medical clinics and hospitals, a major mental health research institute, and two public broadcasting stations and a Radio Reading Service which serves more than 12,000 blind and print-handicapped individuals. The University employs more than 2, 179 full-time instructional faculty and 2,977 full-time staff. USF generates over $186.2 million annually in sponsored research. Its endowment exceeds $245.8 million and includes 53 endowed chairs. USF is classified as a Doctoral/Research University-Extensive, which is the highest classification by the Carnegie Foundation. The largest metropolitan research university and the second largest in total enrollment in the State University System of Florida, USF offers a wide variety of degree programs with both basic and applied orientations, including 79 baccalaureate, 83 master's, 30 doctoral degrees including the M.D. These degree programs are in the University's Division of Academic Affairs and are administered by ten schools and colleges: Architecture and Community Design, Arts and Sciences, Business Administration, Education, Engineering, Marine Science, Medicine, Nursing, Public Health, and Visual and Performing Arts. Students from every in the union study alongside peers from more than 100 foreign nations. African-American, Asian-American, Hispanic and Native American students make up 29.5 percent of the USF student body, while six of every ten USF students are female Scholarship and research are supported by a first-rate library system that contains more than 1.7 million volumes, 567,000 U.S. government_pocuments, 20,000 periodical subscriptions, 4.25 million microforms and 60,000 audio/visual units. USF's commitment to technology is evident in its 'Virtual Library" which offers several hundred subscription databases, nearly 5,000 full-text electronic journals, and over 13,000 selective-text periodicals accessed through aggregator databases. "' The activities of the Ephemeral Cities project will be centered at the USF Tampa Library that serves as the University of South Florida Library System's research center. The USF Library is a state-of-the-art facility. Over 300 public access PC's, open-access student computer labs, electronic post office, networked teaching labs, full-text electronic resources and the state's first full-text electronic reserve put the USF libraries in a position to offer students, faculty and staff the best possible instruction and research support to assist in their academic achievements. The work on the Ephemeral Cities will be coordinated out of offices of the Project Coordinator Larry Heilos, Director of Special Collections, University of South Florida Libraries. Other library departments involved include the USF Libraries Digitization Services Unit, GIS, and Preservation, and another campus unit the Florida Studies Center.

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. l ? Organizational Profile: Tampa Bay History Center, Tampa, FL (http://www.tampabayhistorycenter.org/index.htm) The Tampa bay History Center is a non-profit educational institution currently operating a history and heritage museum and research library in downtown Tampa, Florida. Through quality exhibits, programs and research, the History Center seeks to preserve and teach the remarkable history of the Tampa Bay area. Gallery exhibits show the geographical historical and multicultural influences that have shaped the region through the centuries, from 12,000 years ago to the present. Traveling exhibits highlight Florida and regional histories. The selection of the 50 items to be incorporated in the Ephemeral Cities project will be done under the direction of Robert S. Blount, III, President & CEO.

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. t J Organizational Profile: Henry B. Plant Museum, Tampa, FL The Henry B. Plant Museum interprets the tum-of-the-century Tampa Bay Hotel and the lifestyles of America's Gilded Age. Critical to the success of this mission is the restoration and preservation of this National Historic Landmark, an opulent 1891 railroad resort, and the artifacts significant to its history and the life and work of Henry Bradley Plant. Through educational exhibits and events, the museum transports visitors of all ages and backgrounds to the late Victorian period, the beginnings of Florida1s tourist industry, and the early years of the City of Tampa. Collections The Henry B. Plant Museum is the only 19th century railroad resort hotel museum in the U.S. and perhaps the world. The historic building, which features exotic Moorish Byzantine architecture, is our primary exhibit. The museum artifacts are related to the history and development of the Tampa Bay Hotel, Henry B. Plant, his railroads, steamships and other hotels comprising The Plant System. The Museum showcases original furnishings and artifacts from the building, the former Tampa Bay Hotel. These artifacts were gathered in Europe by Mr. and Mrs. Plant to furnish the hotel between 1886 and 1891. The collection fields include: European, Japanese, and Chinese furnishings, floor vases, porcelains bronzes, statuary, American and European paintings, decorative arts, original hotel advertising brochures, hotel menus, hotel china, dance cards, photographs and correspondence Collections include: textiles and vintage clothing, oriental floor coverings, books, newspapers, 19c sports equipment, food service tools and equipment, and guest registers. Items to be incorporated in the Ephemeral Cities project will be selected by Cynthia Grandee, Executive Director of the Museum.

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Organizational Profile: Florida International University Libraries J The Libraries serve as primary information centers for students, faculty, and staff at "Miami's public research university"-Florida International University (FIU). As part of the ten-campus university system of Florida, FIU Libraries work cooperatively with the state university libraries (SUL) and the Florida Center for Library Automation (FCLA) to "serve the citizens of Florida" and publish scholarly digital collections and indexes of historical significance under the Publication of Archival, Library & Museum Materials umbrella (P ALMM). This work includes cooperative production of guidelines and procedures for digitization, technical processing, and website design for all PALMM projects. I Digital library projects relevant to the students, research community, and general citizens of south Florida are of particular interest to the FIU Libraries. The Urban & Regional section of the Government Documents Department at FIU manages the selection and digitization of local historical materials and coordinates project processes with partner institutions across the State. The Cataloging Department at FIU Libraries creates standards-compliant metadata and cataloging records to share in state, national, and international union catalogs.

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. l } 1 ORGANIZATIONAL PROFILE MAY HILL RUSSELL PUBLIC LIBRARY KEY WEST, FLORIDA The Florida Keys, located at the southern tip of the state, are an elongated, arching chain of nearly 822 lowlying islands, over 120 miles in length, connected by a single overseas highway. The county seat, Key West, was founded in 1822 and is the "Southernmost'' city in the continental U.S. From the Key West Chamber of Commerce website: "The island's proximity to Cuba and the Caribbean has molded its history, and continues to influence its current culture. It has been host to New England sailors, Spanish Courtesy of Clean Florida Keys, Inc. conquistadors, Bahamian salvagers, and Cuban shipwrights. History buffs can spend countless hours learning about the island where real estate titles issue from the King of Spain, unique architecture that dates back to the mid-eighteen hundreds, and Civil and Spanish A.trterican war memorabilia abound." The Monroe County Public Library system is a branch of the county's Community Services division. The Library's mission is to provide the resources, services and environment for patrons to pursue their business, educational and recreational interests/needs. Every Monroe County library (five, total) provides children's programming, full reference services, community outreach projects, public lectures of local interest, and electronic resources. The May Hill Russell Public Library in Key West, founded in 1892, is South Florida's oldest public library. Providing 2,500 service hours per year, the staff of 9.75 F!Es serve over 20,000 registered users and 30,000 monthly visits. library Administrator Anne Layton Rice will be responsible for the library's "Ephemeral Cities" activities and contributions. The library Administrator provides project management and systems administration support for the library system, reporting directly to the Director of libraries.

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Organizational Profile City of Key West, Florida Key West, a tropical paradise, envisions itself to be a role model city, known for the respect of our diverse people and our environment. We will strive to be a user-friendly city, establishing an atmosphere of trust and confidence by providing quality, professional service. We are a city that cares. Our mission is to maximize services to our customers in the most cost effective way. We will accomplish this through teamwork, high employee morale, sufficient staffing and quality training by establishing a partnership with the community and safeguarding the health, safety and welfare of our customers. 1. SAFETY is our primary consideration in all our actions. 2. Act with INTEGRITY for the sake of the reputation or your organization and yourself. 3. We will recognize and RESPECT everyone as a customer and TREAT HIM OR HER WITH CONSIDERATION. 4. We will be ACCOUNTABLE for our actions. 5. We will accomplish our mission and vision through TEAMWORK City Clerk's Office Mission Be Professional and above reproach. Provide administrative support to all departments of the City and general public. Maintain records of all major activittes of the City for the public record and legal purpose. Provide accurate, prompt, and courteous response to written or verbal requests for information. "' Index, file and safeguard all principal papers of record pertaining to the City operation. Maintain minutes of City Commission and Board of Adjustment meetings. Maintain City Charter and Code of Ordinances. Vision *To be ever mindful of neutrality and impartiality, rendering service to all. *To uphold constitutional government and the laws of the community. Track legislative bills affecting the City. Participate in the development of the Citywide records management system. The City Clerk is the official records keeper for the City. The City Clerk is appointed by the City Commission. The City Clerk is also the chief elections administrator for municipal elections and special elections in Key West. The Clerk also serves as a member of the Elections Canvassing Board. For the Ephemeral Cities project, the City Clerk will make available for digitization five rolls of microfilm of l 890's era meeting minutes, police dockets and resolutions.

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. 1 ORGANIZATIONAL PROFILE: Key West Art and Historical Society The Key West Art 'and Historical Society is a 501 (c) 3 non profit organization founded in 1949. Its mission is to promote the humanities, art and history of the Florida Keys by educating the public, and collecting, preserving and exhibiting significant art, artifacts and historical properties. The Society operates three historic sites: The Key West Lighthouse Museum and Keepers' Quarters (1847) The East Martello Museum and Gallery (1862) The Key West Museum of Art and History at the Custom House (1891) All three sites are on the National Register of Historic Places. The Museums' permanent collection consists of 6481 items. Of these 3190 are historical objects (military, social/political, economic/industrial, artifacts and natural objects) 1491 are fine art (paintings, sculpture, prints, etc.), and 1800 are photographic (both negatives and positive images, along with historical glass negatives.) Hundreds of items from our collection are on dii;;play at any given time at one of our three museums. Highlights from our collection include a large concentration of USS MAINE memorabilia, Spanish American War militaria, several hundred 19th and early 20th century postcards featuring historic structures in the Florida Keys along with personal collections from Ernest Hemingway and Tennessee Williams. Our library includes over 1,000 books on Florida history and culture including archival materials from 19th century Key West businesses. All of the museum are open everyday except Christmas and all have admission fees. Our annual visitor attendance is 150,000. The following staff will assist with the Ephemeral Cities Project: Claudia Pennington, Executive Director, oversees staff members to select artifacts, historic photographs and archival materials for the Ephemeral Cities project. Norman Aberle, Curator, runs data base search to identify objects in KWAHS collection from the 1889-1899 period. He then locates the objects (in our museums or in archival storage) for the imaging process. Brewster Chamberlin, registrar, prepares archival background information to assure historical accuracy on each of the selected items.

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. t 1 Organization Profile: Florida Center for Library Automation The Florida Center ibr Library Automation (FCLA) was established in 1985 to provide technology support to the state university libraries in their mission of providing resources for learning and scholarship. FCLA is administratively part of the University of Florida, but exists to serve all ten public universities: Florida Atlantic University in Boca Raton, Florida International University in Miami, Florida Gulf Coast University in Fort Myers, the University of Central Florida in Orlando, the University of South Florida in Tampa, the University of North Florida in Jacksonville, the University of West Florida in Pensacola, Florida State University and Florida A & M University in Tallahassee, and the University of Florida in Gainesville. FCLA directly serves the library staff of the ten universities (960 full time staff, plus students and part-time employees) and indirectly serves the more than 200,000 students and 15,000 faculty of the university system. The catalogs and information systems developed and run by FCLA are also available to the 756,000 members of the community college system, as well as to any interested individual, with or without academic affiliation. FTE staff at FCLA includes 30 professionals including 10 librarians and 15 programmers experienced in library applications. The online library catalogs run by FCLA are heavily used, servicing more than 1.3 million searches a month. Most recently, FCLA has assisted academic libraries in managing their collections of digital text, images and other media. FCLA initiated the P ALMM (Publication of Archival, Library and Museum Materials) program to help make library materials available on the Internet to anyone with a Web browser. Currently there are fourteen active P ALMM projects, covering topics ranging from herbarium specimens to juvenile literature. The Florida Heritage Collection (http://palmm.fcla.edu/fhl) is a collaborative project of all public university libraries. Important texts and still images on Florida's history, culture, arts, literature, and natural environment are digitized and the images and associated metadata are sent to FCLA. FCLA loads the images on its own computer servers and provides the software applications that allow users to search metadata records and display the item. Recent grant administrative experience within FCLA includes a 2002 IMLS grant, "Central Digital Archiving Facility," a 2001 LSTA grant, "Enhanced Access to Special Collections in the Libraries of Florida's State Universities," and collaborative LSTA grants with the University of Florida ("From the air: the photographic record of Florida's Lands") and Florida International University ("Milemarkers: Linking Keys History"). Priscilla Caplan, Assistant Director for Digital Library Services will supervise the work done for the Florida Cities project. Her staff includes both the image manager and the Web interface designer.

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. t Organizational profile: Florida Center for Instruction Technology (FCIT), University of South Florida FCIT is a center located in the College of Education, University of South Florida. The Director of FCIT reports to the FCIT advisory Board, which includes two deans of the USF College of Education There is currently one Assistant Director and a staff of about 20 fulland part-time employees located in Tampa, Miami, Ocala, Jacksonville, Tallahassee, Key Largo, and Chicago. FCIT staff includes qualified instructional designers, programmers, graphic artists, video editors, and trainers. Approximately half of the staff come from teaching backgrounds.

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CERTIFICATION OF AUTHORIZING OFFICIAL Application Forms 2003 IMLS National Leadership Grants IMLS Assurances I The /MIS is required to obtain fom all applicants certifications regarding federal debt status, debarment and suspemion, non-discrimination, and a drug-fee workplace. Applicants requesting more than $100, 000 in grant funds must also certify regarding lobbying activities and may be required to submit a "Disclosure of Lobbying Activities" (Standard Form LLL). Some applicants will be required to certiJY that they will comply with other federal statutes that pertain to their particular situation. These requirements are incorporated in the Assurances Statement below. Review the Statement and sign the certification farm. If you receive a grant, you must comply with these requirements. (The applicant organization's authorizing official should sign the fallowing certification after all other parts of the application farm have been completed} I have examined this application, and I hereby certify on behalf of the applicant organization that 1) the information provided is true and correct; and 2} all requirements for a complete 2003 IMLS application have been fulfilled; and 3) the applicant is providing and will comply with the applicable certifications regarding federal debt status, debarment and suspension, nondiscrimination, drug-free workplace, and lobbying activities as set forth in the Assurances statement below. "" Should my organization receive a grant, the organization and I will comply with all grant terms and conditions, all requirements of the IMLS Grants Regulations (45 CFR Part 1180 et seq.), all statutes outlined below, and all other applicable Federal statutes J:!ations. 3' Z. lo J Signature of Authorizing Official Date Brian Prindle A&&Q
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Attachment B: Descriptions of Collections to integrated in this project,; t Agency Alachua County Clerk of the Court, Gainesville, FL Alachua County Library District Heritage Collection, Gainesville, FL May Hill Russell Public Library of Monroe County Public Library, Key West, FL Alachua County Historic Trust/Matheson Museum, Inc., Gainesville, FL University of South Florida, Special Collections Department, Tampa, FL Collection Description The Online Ancient Records Database consists of Marriage Records, 1837-1964; Deed Records, 1826-1933; County Commission Minutes, 1846-1903; Judgment Books and other Court Record Books; Plat Books (Entire County Collection); Will Books and other Probate Record Books, Probate & C file images Images from various Will, Administration, Guardianship and Civil Court Case files; and a collection of billheads and letterheads from probate &c files. Through the Digital Imaging of Special Collections (DISC) project administered by NEFLIN (Northeast Florida Library Information Network), the Alachua County Library District has digitized and made available on the WWW a unique collection of historic photographs relating to Gainesville and Alachua County history that have previously only been available to in-house library users. The materials scanned include historic photographs of local landmarks, family portraits, historic maps, community events, natural disasters, and other items of local interest. In the first year of the project, Alachua County Library District has digitized and cataloged 250 historic photographs. Each of these images i& available online along with a brief description. Founded in 1892, during Key West's cigar industry boom and the Spanish-American conflict, the May Hill Russell Public Library holds a vast array of local history artifacts, governmental records, photographs, and rare manuscripts dating back to the 1820s. The targeted collection contains South Florida's oldest court records, photographs of historic structures (many still standing), early weather station logs, and the highly popular gingerbread-trim tracings. These items are of great interest to authors, researchers, artists, architects, and assorted citizenry of the "Southernmost City." Much of the collection is currently inaccessible to the public due to fragility and a lack of bibliographic control. The Museum's collections focus on Alachua County, North Central Florida, and include some general Florida historical material. Highlights include over 20,000 historic Florida postcards from every county in the state; 1,500 Florida stereoview cards; a large collection of illustrations of Florida from Frank Leslie's f/fustrated Newspaper and Harper's Weekly newspaper; the Bone Photograph Collection, featuring photographs taken by local professional photographer Elmer Bone from the 1920s-1950s (10,000 images); a general Alachua County photograph file (5,000 images); 100+ cubic feet of records of local businesses, families and civic and social groups; and 600-1000 objects (uncatalogued), dating from 1600s to present, and encompassing everything from arrowheads to period Eastlake furniture. The Museum's library boasts nearly 3,000 books on Florida history and culture subjects, City of Gainesville Directories dating from 1906, 400 novels set in Florida, and a 70 cubic-foot Alachua County history subject file of secondary source material. The Special Collections Department at the University of South Florida opened for service on February 1, 1962 and has been serving the research community in a variety of ways ever since. Begun primarily as a depository for Florida historical material, the department has grown and diversified in the years following its inception. One of the department's primary goals is to develop an exhaustive collection of Florida publications. To date, over seven thousand monographs and pamphlets have been cataloged for the department's Floridiana Collection. Special Collections is perhaps best known for its Burgert Brothers and Robertson & Fresh photo archives chronicling the growth ofTampa from the 1890s through the 1960s. These images are now digitized and available to the public through the USF Special Collections website along with complete descriptive metadata. The Kane Greenberg and Bautz Collections of cigar industry art and

March 14, 2003 Vita of: Joseph L. Aufinuth GIS Coordinator Instructor Librarian Work Experience: Vita GIS Coordinator, Instructor Librarian, George A. Smathers Libraries, University of Florida, FL, 2000 to Present. Responsible for the selection of GIS resources and the implementation of GIS services to meet in-library and remote user needs. Provides GIS reference and consulting services to faculty and students in all disciplines in person and via the world-wide-web. Markets GIS in the libraries and on campus. Collaborates with the Head of the Map and Imagery Library and the Bibliographic Instruction team to incorporate GIS into instructional sessions for all disciplines. Collaborates with the Head of the Map & Imagery Library and the staff of the Digital Library Center in planning digital library initiatives to provide remote access to and preservation of Map and Imagery Collections. Research and Teaching Assistant (Geomatics), University of Florida, FL, 1995 to 2000. Provided Unix and Windows systems support for 4 IBM, 7 HP workstations and 12 Windows NT PCs. Developed and implemented GIS lab exercises and lectures for GIS class SUR3393. Assisted remote sensing laboratories. Assisted with presentations of GIS short-courses in East Africa. University of Dar Es Salaam, Dar Es Salaam, Tanzania, Africa. GIS short course assistant instructor, University of Florida, 1997. Abra Minch Water Research Institute, Abra Minch, Ethiopia, Africa. GIS short course assistant instructor, University of Florida, 1999. GIS Specialist, 3001 Spatial Data Company Inc., Gainesville, FL, 1995-1996. GIS Specialist. Developed GIS databases related to City of Westlake, Louisiana. Assisted with development of an Arc Macro Language (AML) interface to facilitate the City's AM/FM program. Assistant Research Associate (Vet. Med.), University of Illinois, IL, 1994 to 1995. Quarter-time research assistant. Established an epidemiological GIS and literature database using MIPS and ProCite. Assistant Research Associate (USACERL), Colorado State University, IL, 1994. Assisted with finalizing Southeast Biodiversity Regional Mapping Tool users guide and AML analysis program. Interim associate responsible for developing local biodiversity mapping tool and project scope of work.

November 1997 Present July 2002Present July 1997 -September 1999 June 1997-November 1997 June 1997-November 1997 February 1989-January 1997 I Lisa Benkert Auel 340 NE Fourth Street Gainesville, FL 32601 (352) 335-6196 auelsaun@aol.com Alachua County Historic Trust: Matheson Museum, Inc., Gainesville, FL. Executive Director (part time). Non-profit museum and archives of Alachua County, with growing library, archival, and museum collection. The Trust includes two additional museums, including a historic house (not yet open to the public) and a tool museum, and a proposed botanical garden. Responsible for all phases of museum operations, including budget (ca. $250,000 annually), program and exhibit scheduling and coordination, grant management, staff, volunteer, and consultant supervision, management of the photograph and document archives, membership program supervision, public relations, and a small museum shop. Eco-Heritage Tourism Council of Alachua County, Gainesville, FL. Secretary {Volunteer). Professional group dedicated to enhancing and funding eco-heritage tourism in the county. Art in Public Places Trust, City of Gainesville. Chairperson (volunteer, part time). Directed the work of city board charged with establishing public art projects funded by city construction and renovation funds (budgets of $5,000 $18,000 per project). Alachua Conservation Trust, Gainesville, FL. Consultant (part time). Prepared preliminary docent manual for Historic Haile Plantation. Advised on collections management and interpretation of the site. Matheson Historical Center, Gainesville, FL. Consultant (part time). Initiated management system for historic house museum collection. Surveyed conservation needs. National Archives, Washington, DC. Exhibit Curator. Conceived, coordinated, and researched exhibitions. Wrote exhibit script, wrote and coordinated attendant publications and educational material, worked closely with exhibit designers, registrars, publishers, publicists and others. Delivered exhibit lectures and conducted exhibit tours; gave print and on-camera interviews. Exhibit topics included original documentary

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August 1983 January 1989 EDUCATION photography, federal documents and other records, and paintings, sculpture and craft items. Three exhibits were major productions with year-long runs in the main Archives exhibit hall (1 million plus visitors per year). Created the Archives' first traveling exhibits. National Archives, Washington, DC. Archives Technician. Managed collections of presidential gifts (75,000 items), including hand-made crafts, twoand threedimensional art objects, clothing, modem material culture, and photographs. Managed large White Housepresidential photograph collection. George Washington University, Washington, DC. Masters in American Studies (concentration in material culture). 1994. College of William and Mary, Williamsburg Virginia, B.A. English Literature. Minor in Anthropology. 1982. AW ARDS American Book Prices Current Exhibition Catalog Award for Ties That Bind: Communities in American History, First Place. PUBLICATIONS Tokens and Treasures: Gifts to Twelve Presidents, White House Historical Association, exhibit catalog, 1996 Ties That Bind: l:ommunities in American History, National Archives, exhibit catalog, 1992 Articles in Prologue, Quarterly of the National Archives: "' "Tokens and Treasures: Gifts to Twelve Presidents," 1996 "The Face of War," 1994 "Buddies: Soldiers and Animals in World War II," 1994 "Ties That Bind: Communities in American History," 1992 ''Not Without Protest: Life in the Appalachian Coal Fields," 1991 "Study Guide for Students: The Face of War," 1994 PROFESSIONAL Southeastern Museums Conference ORGANIZATIONS Florida Association of Museums Florida Trust for Historic Preservation American Association for State and Local History Florida Association of Non-Profits

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Jim Powell Jr Ancient Records Coordinator & Webmaster Alachua County Cletk of the Courts J.K. "Buddy" Irby Records and Archives Ancient Records Coordinator & Webmaster for the Alachua County Clerk of the Court from April 1999 to present. Job Description: Identify, preserve and make accessible older public records kept by the Clerk of the Court. Job includes imaging records, indexing and transcribing records, website and database creation, programming in CFML, HTML and SQL to integrate website and databases. Records types Marriage Record Books Deed Record Bo9ks County Commission Minutes Books Judgment Record Books Plats & Surveys Probate Books Early Tax Roll Books ... Pre 1900 Probate files includes Wills, Administration and CJuardianshipfiles Virtual Museum includes artifacts, such as letterheads and Billheads, from various court files. Online images are in two sizes, an initial "thumbnail" image is 600 pixels wide. A second available image is 1200 pixels wide. There are now 126,274 book pages online, as well as 13,031 images from loose file pages. A small online Volunteer force helps to index and transcribe these records Ancient Records Web Site URL http://www.clerk-alachua-fl.org/ Archive/default.cfm Member of the Alachua County Historical Commission 2002 Florida State CJenealogical Society Outstanding Achievement A ward (Florida CJenealogy and History) Assistant State Coordinator FLCJenWeb County Coordinator Alachua, Bradford and CJilchrist Counties, FLCJen Web Former Waldo City Councilman Former USCJenWeb Board Member 25 years of Construction experience AA in Mathematics from Santa Fe Community College

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Nance Lempinen-Leedy 3925 SW l 9'h Street Gainesville, FL 32608 352.378.9589 nance@gru.net Education 1991-1993 1986-1991 Curriculum. Vitae Master of Science in Library and Information Science. Wayne State University. Detroit, Ml. Bachelor of Arts, History. Michigan State University. East Lansing, Ml. Work Experience 1998 present Adult Services Manager -Alachua County Library District; Gainesville, Florida Leads a department of 17 including professional, para-professional, and clerical staff Plans, directs, controls and coordinates implementation of library services to adults at the Headquarters Library Cooperates with Management team to direct library services for adults District-wide Plans and monitors budget expenditures Supervises the development of District-wide print & electronic reference collection Develops electronic, online and automated reference services District-wide Coordinates and provides training for public and staff on library services for adults Serves as Library District representative to the community working with agencies and organizations to promote library services through presentations and tours Provides comprehensive bibliographic, reference and reader's advisory assistance in person and by phone to library patrons Provides information services and guidance to library patrons in selection, organization and interpretation of library materials, and in the effective use of library facilities Collects and -interprets appropriate statistics, utilizes data in planning, documentation, and evaluation of needs and services Analyzes impact of new technologies on library services and recommends action 1993 1998 Librarian I, Adult Services -Alachua County Library District; Gainesville, Florida Assisted library patrons with information and research needs at library service desks Assisted in the development of the Reference collection Designed and implemented staff and public training on the Internet and electronic resources District-wide Coordinated partnership and resulting services between the Library District and local Freenet (community Internet service) Developed and implemented online Reference and Interlibrary Loan services for library patrons Acted as ACLD webmaster maintained and advanced Library District's presence on the World Wide Web 1993-1994 Media Center Director-City College; Gainesville, Florida Managed and provided all library operations for small vocational college offering associate degrees in varied medical, legal and business fields Contributed to the growth and excellence of the City College library by increasing library use, circulation and holdings Prepared and led the media center through a successful school accreditation bid 1991-1993 Clerical Assistant-Bloomfield Township Public Library; Bloomfield Hills, Michigan Assisted library patrons at the circulation desk Responsible for damage/missing shelf Processed patron reserves and registrations

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Training Seminars ; *, 2000 Emory University Regional Training Center; Atlanta, Georgia Leadership Institute for Women's Health and Health Policy Developing Skills to Access Health Informat i on on the Internet 1994-1998 Researched created and conducted training seminars for public health workers on effective search techniques and evaluating i nformation on the Internet. Presented : March, 2000; October, 2000; March, 2001; October, 2001; March, 2002. Alachua County Library D i strict; Gainesville, Florida Researched, created and conducted bi-monthly train i ng seminars for public library patrons ranging in age and experience with computers. Typical audience (50 people) included students, business people, senior. citizens, young professionals, teenagers, single parents, etc Beginner's Guide to the Alachua Freenet -basics of Internet connection, modem use, account registration, account maintenance and email for community Internet provider Advanced Uses of the Alachua Freenet -further use of community Internet provider for web searching, downloading, send ing files and maintaining files Creating a WWW Home Page -basics of web page set-up and HTML language use Using Search engines on the Internet -introduction to efficient search strategies, boolean logic and an overview of various Internet search engines Parent's Guide to the Internet-an introduction to the Internet for parents focusing on materiqf suitable for families and children and safe use of the Internet Presentations May 1997 Choosing Your Bookmark Collection: How to evaluate Web Sites for Reference Use. Florida Library Paraprofessional Annual Workshop, Fort Pierce. Sept. 1996 April 1996 Nov. 1995 Sept. 1995 Aug 1995 June 1995 Awards 1999 2000 Service 1995 2000-1996-1997 Affiliations Creating WWW Home Pages. Florida Alliance of Informat ion & Referral Services Annual Conference, St. Petersburg. Libraries and Free-Nets. Central Florida Library Consortium, Maitland Introduction to the Internet and Web Pages Alachua County Emergency Service Providers, Gainesville. Introduction to the Internet. Florida Alliance of Information & Referral Services Annual Conference, St. Petersburg Using the Alachua Freenet. Small Business Action Council; Gainesville Area Chamber of Commerce. Alachua Freenet and its Uses at ACLD. Alachua County Library District Board of Trustees, Gai nesville. Service-Star Award. excellence in Staff & Public Training Alachua County Library District Einstein Award Internet Access Policy and Procedures Alachua County Library District Board of Directors, Alachua Freenet Member, Alachua County Coalition for the Homeless and Hungry Chair, Community Networking Caucus Florida Library Association American Library Association Florida Library Association

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Lawrence J. Heilos, Jr. 608 Chancellar Lutz, FL 33548 4509 (813)974-4496; email lheilos@lib.usf.edu; (813) 974-5153 Fax WORK EXPERIENCE: Tlmpa Library, University of South Florida, Tampa, FL 33620 20022000-2001 2000-2001 7/98 12/99 1992 1999 1985 -1991 EDUCATION 1978 1974 1972 Director of Collections, USF Libraries Responsible for managing the affairs of the Division of Collections, with particular emphasis on providing leadership for resolving collection management issues that impact libraries university-wide. Direct all operations of the Division of Collections, which includes the Department of Special Collections, Collection Development; Binding; Preservation; electronic resources, and selection of resources for digitization. Direct report to the Interim Dean ofUSF Libraries. Acting Head of Special Collections Department Responsible for coordinating the work and activities of the Special Collections Department and its 'considerable holdings of rare books, Floridiana, ephemera, and manuscript collections. Supervise the department's staff consisting of two University Librarians, one Senior Archivist, two Student Assistants, and one non-student OPS worker. Report to the Library Director. Head of Collection Management Department Responsible for coordinating the work and activities of Collection Management, which consists of the Collection Development Unit, Physical Processing, the Preservation and Binding Units, and the Digitization 'center. Collection Development staffing numbers twenty-two librarians assigned to the Unit on a part-time basis. Report to the Library Director. Acting Assistant Director for Technical Services Provide administrative oversight for the Departments of Acquisitions, Cataloging and Collection ... Development, and work cooperatively with the Associate Director for Public Services for problem solving and to maintain a collaborative work environment between the professional and support staff of the two services. Position reports to Library Director. "' Collection Development Unit Coordinator Report to Director of Tampa Library. Coordinate review, selection and evaluation of library resources supporting fifty-five academic programs and departments. Supervise the collection development liaison activities of fifteen librarians assigned to the Unit. Coordinate the review and selection of weelsly approval plan shipments and gift materials. Prepare reports and statistics for all facets of collection development and management, including BOR Program and professional accreditation reviews. University Librarian, Cataloging Department (Half-time Appointment) Responsible for original cataloging of mono graphic titles for Main Campus Library with emphasis on Special Collections materials. Performed author and subject authority control work under the supervision of the Authorities Unit Librarian. University of South Florida M.A. in Aging Studies Internship at the Gerontology Day Treatment Program, Florida Mental Health Institute, Tampa, FL Florida State University M.S. in Library and Information Science University of Maryland, Eastern Shore B.S. in Biology

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PROFESSIONAL ACTIVITIES 19741976 1987 1988 1988 PRESENTATIONS 1985 1986 1988 1988 2001 AFFILIATIONS I i ? Book reviewer for RQ and Microform Review Member, LAMA SS Task Force: Statistical Applications in Technical Services. Contributor to Statistical Applications in Library Technical Services: an Annotated Bibliography, edited by Sue Burkholder and published by the Task Force. Management Information Systems Reports Survey of Florida SUS Libraries, prepared for Florida Center For Library Automation while on Professional Development Leave. Circulation Analysis of Engineering Approval Books, Preliminary Report. Presented to the Research Caucus at the Florida Library Association Annual Conference in Orlando, May 1985 Circulation Analysis of Engineering Approval Books Presented at the Annual Collection Development Officers of Mid-Sized Academic Libraries Meeting, 105th Annual Conference, American Library Association, New York, NY, July 1986 From Online Catalog t1' Output. Presented at the Third Annual Software/Computer Database/CD-ROM Conference and Exposition for Libraries and Information Managers, Chicago, IL, March 1988 "' Planning for Online Authority Control: A Librarian's Checklist. Poster session co-presented with Diana Liang and Vicki Grahame at the 107th Annual Conference, American Library Association, New Orleans, LA, July 1988 USF Library Scholarship Program Dollars for Scholars and More! Poster session presented at the American Library Association Annual Conference in San Francisco, CA, June 2001 American Library Association

Attachment D: Managing Program Outcomes Organization Name: University of Florida Libraries Project Name: Ephemeral Cities Date Created I Date Reviewed I Program Influencers (Key entities that help define the program or to whom the program will report results) Director University of Florida Libraries IMLS Ephemeral Cities partners Florida students and citizens Organizational Mission To educate students, to perform research, and to render service to society. Program Purpose We do what? (Summary of key proposed 1) Integrate historic city-related information services) using geographic information system (GIS) functionality. 2) Provide digital access to fragile and geographically disparate historical objects. 3) Promote city geographic literacy in Florida classrooms For Whom? Target population(s) Researchers, students and citizens of Florida For what outcome(s)? (Benefits/changes in Participants recognize the utility of using skills, knowledge, attitude or life condition.) Sanborn maps in a GIS environment to integrate diverse historical digital collections, assist in expanding the collections, and promote the growth of the project within Florida and nationally. The digital surrogates of fragile historical items are accessed by Floridians. Florida citizens contribute digital objects to the collection forming a learning community based on city geography. Teachers use the site to increase students knowledge of Florida city geography increases. Inputs Outputs FCLA staff # Sanborns rectified Library staff # sites georeferenced on Sanborns Museum staff # still images digitally captured County Clerk of the Court staff #museum objects digitally captured Computer facilities # textual items digitally captured, converted, Money and marked up Grant staff # metadata records created Equipment # items cataloged Software # citizens participating in "My Town" event Meeting facilities # educational modules developed and tested #publicity pieces created

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. t Program Activities (List key activities needed Program Services (List services to be delivered to provide or manage services.) directly to partidpants) Create agreements. Provide digitization equipment and staff. Purchase needed digital equipment. Accept images and metadata. Establish standards based procedures for image Online submission of historic digital objects capture and metadata creation. with accompanying metadata. Hire and train staff for digitizing, cataloging, Generate reports. and metadata creation. Capture images and metadata and transfer to appropriate servers. Create database of non-MARC metadata. Develop and implement integrative system based on GIS system functionality. Setup and maintain project Web site. Develop and test educational modules. Plan and hold "My Town" events to increase citizen awareness and participation. Develop online submittal forms for images and metadata. Target Population (List specific characteristics of primary intended participants) Researchers, students, and citizens of Florida. Intended Outcomes (Changes in skill, Indicators (Measures) (Concrete evidence, knowledge, attitude, behavior, life condition or occtQ"rence, or characteristic that will show the status) desired change occurred) Intermediate: 1. The % of partners who can describe the 1. Participants recognize the utility of us\llg basic functioning of GIS as an historical Sanborn maps in a GIS environment to interpretation tool. integrate diverse historical digital collections. Intermediate: 2. The # of digital historical items that partners 2. Partners assist in expanding digital contribute to developing the project exceeds collections. the minimum requirement of 2,500 items/city partnership by 1 S%. Intermediate: 3a. The# of hits on existing servers of partners 3. The digital surrogates of fragile historical increases by 10% by the end of the grant items loaded during this project are accessed by period. Floridians. 3b. The# of hits on new objects added to the textclass and imageclass servers at FCLA increase by 10% by the end of the grant period. Long-term: 4a. The 3 city partnerships give at least S 4. Partners promote the growth of the project presentations or write 3 articles each related to within Florida and nationally. the project. 4b. Partners approach/or are approached by other agencies, Florida cities, or states about the project. Long-term: Sa. #of people who participate in the "My 5. Florida citizens contribute digital objects to Town" event. the collection forming a learning community Sb. # of online submittals to the project. based on city geography. 5c. # of events and projects that are developed locally related to this project following completion of the grant.

' t ? Outcome #5. Florida citizens contribute digital objects to the collection forming a learning community based on city geography. Indicator(s) Data Source To Whom Data Intervals Target 5a. Counts of"My Citizens of Once 20 citizen Town" Florida participants per participants city 5b System stats Website users Monthly 5 items per city 5c Partner reporting Citizens of Annually 1 event/project Florida annually 5d Partner reporting Citizens of Annually Initial meeting or Florida establishment of a Iistserve. Outcome #6. Teachers use the site to increase students' knowledge of Florida city geography. Indicator(s) Data Source To Whom Data Intervals Target 6a. Data from Students Attime each 25% of students piloting module is piloted tested per educational module show modules increased knowledge based on pre and .... posttests 6b System stats Teachers and Monthly 10% increase in students use at the end of "' the second year of accessibility 6c Web survey Teachers Monthly 100 reported uses during second year

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Attachment E: Digitization Plan Digitization Plan Imaging: Analog (Microphotography) Rationale for Use: For text-based materials only: University of Florida policy acts to ensure preservation in both digital and analog formats, the latter still recognized by the archives and library preservation community as the most sound method of preservation, both for text-image quality and longevity. The majority of textual resources targeted by this project have already been microfilmed. The number of textual resources to be microfilmed is small. Agency Responsible: University of Florida. Libraries. Preservation Department. Reprographics Unit http:/fweb.uflib.ufl.edu/preserve/repro/index.html Production Procedure: Items scheduled for microfilming are received by the Preservation Department and queued for microfilm. Queuing includes reel programming to ensure optimal use of film and for subsequent digitization from film. Queued items are microfilmed. The Reprographic Unit observes all applicable National (AllM, ANSI, and NISO) and International (ISO) Standards as outlined by the Research Libraries Group (RLG) in its Preservation Microfilming Handbook. Imaged film is processed/develope1l in-house, again to standards as outlined by RLG. Quality Control Review Procedure: Developed master m;igative films are inspected in-house by trained quality control staff who will inspect each image, establishing image clarity, conformance to standards for light balance, image density, etc. Imperfections and errors are re-imaged, reprocessed and ultrasonically spliced into master reels, again in conformance with standards and RLG. Duplication & Archiving: Reels passing inspection are sent to the University of Florida's archival storage facility (National Underground Storage, Boyers, PA), where they will be maintained in accord with standards and RLG. There they will be periodically inspected on a schedule of one inspection not less than once every six years and sampled during inspection per U.S. military standard for this process. Master negatives will be duplicated and duplicates used, first in microfilm-digitization, and subsequently for deployment to the originating institution. Imaging: Museum Objects Agency Responsible: Partner Groups and Institutions, with training from the University of Florida, Digital Library Center's chief digital camera specialist. Production Procedure: Objects will be selected for either copy-stand or tripod imaging. The more three dimensional objects will be slated for tripod imaging while others will be imaged on copy-stands.

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Attachment E: Digitization Plan Lights will be balanced for each object, in-field, to ensure even lighting and glare elimination. Objects will imaged (maximum/RAW or 4536 x 3024 pixel use, light balance set appropriate to light source, etc.). Aperture, etc. shall be set for optimal image capture and may differ from object to object. Auto-Focus and ISO 100 film speed equivalence will be established as a project default; however the camera operator's judgment and skill may allow manual focus, film speed, aperture, etc. Framing shall be aesthetically pleasing, to include an area around the object. The view that best represents the object will be imaged. Creation of additional images, at alternate angles/views, is at the discretion of the partner institution; but additional images shall be beyond the scope of this project, shall use the institution's funds and shall not result in delays. Imaged objects shall be transferred either by immediate transfer/fire-wire (IEEE 1394) or by delayed transfer/Compact Flash card reader. Quality Control Review Procedure: Each image shall be reviewed using Adobe Photoshop 7 .O+ in both browse (thumbnail) and full displays. Raw images will be imported either by the new Adobe Photoshop plug-in for digital cameras or by Kodak supplied transfer software. File naming shall be compliant with the holding institution's accession scheme. Images shall be logged or base metadata created to further identify the object. For minimally trained staff, default procedure shall require accept or reject based on unprocessed image qualities (excluding skew and crop). Rejected images shall be re imaged with adjustment in the capture environment, most commonly in the lighting or positioning of the object. For more highly trained staff, Photoshop image processing tools may be employed conservatively. The histogram of...the image may be adjusted to eliminate noise and other imaging artifacts. Image modification methods shall be logged per the FCLA MXF client's implementation of the NISO draft "Data Dictionary: Technical Metadata for Digital Still Images" (cf, http://www.niso.org/committees/committee_au.html). See also, Metadata and Archiving & Deployment, below. Imaging: Graphics & Flat Objects, From Source Agency Responsible: Partner Groups and Institutions Production Procedure: Images queued into tracking systems for digitization. At this time, basic (Dublin Core) information is recorded, an entity identifier assigned, and digital resolution determined in accord with Cornell University guidelines for Digital Imaging for Libraries and Archives, updated at: http://www.library.cornell.edu/preservation/tutorial/contents.html Items scanned in the ITU TIFF (v.6) format, uncompressed, 24-bit color, sRGB color space, and digital resolution as determined (cf, immediately preceding step), at 100% original scale. (Cf, http://palmm.fcla.edu/strucmeta/tiff.html) Monitors are periodically calibrated. Room lighting is indirect, soft light. Furniture and walls are neutral tones Scanners are calibrated upon start-up each day, using Kodak 060 (AllM IT8.7/1 and IT8.7/2 standard) color text target. Additionally, to monitor performance during operations, the Kodak 013 Color Separation Guide and Greyscafe targets are scanned, evaluated and stored for each workstation. Scanners that evidence deterioration are given maintenance or replaced. Items saved in an appropriate directory using the entity ID. Multi-image entities are assign sequential numbers in accord with PALMM's general file naming guidelines, cf, http:l/palmm.fcla.edu/strucmeta/filenaming.html

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Attachment E: Digitization Plan Quality Control Review Procedure: Images shall be reviewed using Adobe Photoshop 7.0+ in both browse {thumbnail} and full displays. Every image is subjected to quality control by trained quality control staff; new scan technic i ans' work is reviewed 100% full-image display review du r ing initial months of training and slowly drops back to 10% full-image & 100% thumbnail review as confidence grows. Images of insufficient quality shall be directed to re-imaging with corrected parameters. Photoshop image processing tools may be employed conservatively. The histogram of the image may be adjusted to eliminate noise and other imaging artifacts Image modification methods shall be logged per the FCLA MXF client's implementation of the NISO draft "Data Dictionary: Technical Metadata for Digital Still Images" {cf, http://www niso org/committees/committee_au.html). Certified images will be derived into access versions: Archival & Textual resources: JPEG: no more than 15% compression; dpi consistent with that of original (interpolated, bi-cubic), 24-bit color, min. 630 pixels wide. Cf, http://palmm.fcla.edu/strucmeta/jpeg.html Graphic Resources & maps: SID : max. 5 levels of compression; server-side distribution software, cf, http://palmm.fcla.edu/strucmeta/makesid.html Additionally, JPEG Thumbails: no more than 15% compression; dpi consistent with that of original (interpolated, bi-cubic), 24-bit color, min. 200 pixels wide for maps or 100 pixels wide for other graphic resources. See also, Metadata and Archiving & Deployment, below. Text Conversion & Mark-Up ... Vendor: A partnership of ByteManagers {http://www.bytemanagers.com/) and iArchives (http://www.iarchives.com/index jsp ). Production Procedure: Imaged (rasterized) documents or microfilms are shipped to ByteManagers/iArchives via FTP Any microfilms will be digitized using Mekel of Sunrise high-speed microfilm scanners, balanced for the density(-ies) of a given reel of microfilm. Page images (raster files) will be created for each page pages microfilmed two pages per frame (2-up) will be split into separate images which will be returned with text. Illustration segmented for extraction as "figures", extracted, named and stored for use in mark-up Images zoned (pages, segments, Jines) for Optical Character Recognition (OCR) OCR using advanced systems, utilizing 6 OCR engines to produce the machine equivalent of double-keying, including alternate word spellings, verification by dictionaries. etc., and generating ASCII text ASCII text automatically marked-up with the FCLA TEl-DTD (local subset; cf, http://palmm.fcla.edu/strucmeta/fcla TextClassdtd. txt) in XML "Figures" inserted (referenced) into ASCII text Raster images and marked-up text will be quality controlled with selective inspection Verified product FTPed to the University of Florida Quality Control Review Procedure: FTPed product received by the UF Digital Library Center's Mark-up Unit Tags and links to page images inspected, inserted or corrected

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Attachment E: Digitization Plan Acknowledgements of holding institutions inserted Transmission metadata wrapped around tagged text Metadata package transmitted via FTP to FCLA for archiving and deployment. Meta data Agency Responsible: Partner Groups and Institutions Production Procedure: Following image creation and quality control, images are drawn into the PALMM MXF (metadata transmission) client, cf, http://palmm.fcla.edu/strucmeta/palmmmxf.html Specialized tagging (in MXF and TEI), will indicate temporal and geographic location. Geographic information will reference databases (e.g., Geographic Names Information Service) to fix longitude and latitude for supplemental load into the University of Florida's ERDAS-based Geographic Information Service (GIS) server The MXF client is currently under revision for full compliance with the defacto U.S. national standard, Metadata Encoding and Transmission Standard (METS), cf, http://www.loc.gov/standards/mets/ The MXF client generates MD-5 Checksums for all digital masters and derivative versions; the checksums will be encapsulated with other metadata. MXF encapsulated metadata and images (masters, derivatives and additional derivative [e.g., pdf] creation instructions) are transmitted via FTP to FCLA for archiving and deployment ... Archiving & Deployment (Internet Distribution) Agency Responsible: "' Florida Center for Library Automation Production Procedure: Received metadata, images and other files are loaded by FCLA into targeted servers: Archival, textual, and multi-image pamphlet resources will be loaded into the XPAT-based textual collections server Graphics, maps and similar image resources will be loaded into the XPAT-based visual collections server. For additional information about XPAT, see: http://dlxs.org/products/xpat.html Metadata is processed, as necessary, either to append information (e.g., Persistent Universal Resource Locator, PURL) to an existing catalog record or to create a catalog record with PURL from metadata. Catalogers at the contributing institution will be notified of PURL creation and record ryiodification; they will inspect cataloging and make final adjustments, then submit the record to OCLC in most cases. N.B. Some partners, a very few, will load and archive their metadata and images locally. These institutions will submit their records/metadata and URLs for PURL creation and load into the PALMM catalog for this project. Loaded metadata and files become available through the PALMM Florida Heritage Collection (http://palmm.fcla.edu/fh/) and may be queried through: A bibliographic search system (currently NOTIS, to be replaced with ExLibris Aleph beginning July 2003), or

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Attachment E: Digitization Plan The text and image-metadata search system (XPAT-based Textual Collections and XPAT-based Visual Collections) Cataloging, and TIFF masters are processed into FCLA's archival systems, which will monitor file characteristics for obsolescence, schedule inspections and migrations, etc. Archival storage is off-line, dark storage on tape at the North East Regional Data Center, an administrative division (Title I Center) of the University of Florida. Quality Control Review Procedure: Digitization staff at contributing institutions inspect loaded resources for any final defect. Defects are reported to FCLA and corrected, as most appropriate, by either the contributing institution or FCLA. GIS Solution Agency Responsible: University of Florida. libraries. Geographic Information Systems. Production Procedure: Metadata/Cataloging, including PURLs is received by the University of Florida's Digital Library Center (DLC) Data received is processed through search engines running against the UF indexes to the Sanborn Maps of Florida, the USGS Geographic Names Information Service (GNIS), the Florida historic place name dictionary, the Federal Information Processing System, etc. to establish location information {longitude/latitude) Where information is not available, DLC staff will research the location to fix a point (and report the information to fhe Florida Historic Place Name dictionary project) Data is also processed to extract associated personal/corporate/event names, running against Library of Congress name authority files to regularize form of name. Names will be regularized, as necessary, using Library of Congress NACO (name authority) guidelines for automated processing Where conflict/choice within the authority file arises, DLC staff working in collaboration with the Libraries' catalogers will determine the correct entry. Where information is not available, DLC staff will accept the form of name in regularized form Data is also processed to extract associated temporal information/dates, which will be regularized in ISO date format. Place name, place location, feature information, temporal data, and personal/corporate/ event names will be loaded into the Geographic Information System (GIS) GIS query interface will search the PALMM Florida Heritage Collection catalog {http://palmm.fcla.edu/fh/)

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ATTACHMENT F: Budgets for University of South Flo .i-tpa, Florida International University, Florida Center for Library Automation, and Alachua County Historic Trust/Matheson Museum, Inc., Gainesville, FL including cash-match letters for expanding digital collections

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I March 21, 2003 University of South Floritfa U3 RE: University of South Florida Proposal To Whom It May Concern: It is with great pleasure that the University of South Florida at Tampa, FL submits the enclosed proposal on behalf of Larry Heilos, Director of Collections for the University of South Florida Library. The proposal and budget have been reviewed by the Office of Research, and the facilities and administrative costs rate indicated is the federally negotiated rate for overhead costs to USF. A copy of the rate agreement is enclosed for your review. Should you have any technical questions regarding the enclosed proposal, please contact Mr. Heilos at (813) 974-4496. Questions of an administrative nature can be directed to ... my attention as noted below. ,. Priscilla Pope Associate Vice President, Division of Research Grants University of South Florida Ph: (813) 974-2897 Fax: (813) 974-4962 ppope@research. usf.ed u Enclosures Olflce of Research, DI11lslon at Sponsored Research University of South Florida 4202 East Fowler Avenue, FAO 126 Tampa, Florida 33620-7900 (813) 974-2897 Fax: (813) 974-4962 The University of South Florida is an Affirmative Action/Equal Access/Equal Opponunity Institution

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. ;-' March 25, 2003 To Whom It May Concern: .. The University of South Florida Libraries will use its 2003/04 allocation of $7 ,500 of state Florida Heritage digitization monies to scan and create metadata for digital objects relevant to Tampa's history that are suitable for incorporation into the "Ephemeral Cities" project ... klk; Dr. Derrie Perez Interim Dean University of South Florida Libraries USF Ubrary System University of South Florida 4202 East Fowler Avenue, LIB 122 Tampa, Florida 33620-5400 (813) 974-1642 FAX (813) 974-5153 The University of South Florida i s an Affirma tive Actio n / E q u a l Access/Equal O p port unity lnsti!U!ion

Hope, Knowledge, and Opportunity FLORIDA INTERNATIONAL ; ; UNIVERSITY To Whom It May Concern: The Florida International University Library will use its 2003/04 allocation of $7 ,500 of state Florida Heritage digitization monies to scan and create metadata for digital objects relevant to Miami, Ft. Lauderdale and/or Key West history that are suitable for incorporation into the "Ephemeral Cities" project. This commitment is subject to the availability of Florida Heritage funds from FCLA. Laurence Miller Executive Director University Libraries ExECUTIVE DIRECTOR OF LIBRARIES University Park and North Campuses Miami, Florida 33199 telephone (305) 348-2461 fax (305) 348-3408 Internet: millerl@fiu.edu www.fiu.edu Equ:tl Opportunicy/Equ:tl Amss Employer and lnscitution TDD via FRS 8 0 0 955-8771

Other a 1"My Town" events publicity including 2 newspaper ads for each and 1,000 color flyers for distribution

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To Whom It May Concern: FLORIDA LIBRARY AUTOMATION 5830 N1W. 39TH AVENUE GAINESVILLE, FLORIDA 32606 Phone: (352) 392-9020 Suncom: 622-9020 Fax: (352) 392-9185 24 March 2003 As part of the mandatory match for the IMLS grant "Ephemeral Cities," the Florida Center for Library Automation will contribute $12,857 worth of goods or services to the Ephemeral Cities project. This amount includes the salaries including fringe benefits of the individuals who are responsible for the functioning of the FCLA servers that will receive and serve images, text, and metadata created as part of the project and for archiving the digital objects. FCLA will also assist in the development of Ephemeral Cities as a PALMM project. James F. Co ey ... Director Florida Center for Libr ry Automation AN AFFIRMATIVE ACTION I EQUAL OPPORTUNITY EMPLOYER

Budget Justification Permanent Staff Priscilla Caplan, Assistant Director, Digital Library Program, will supervise then functioning of all servers at FCLA including those that will serve the products of this project. Astrid Terman, Image Manager, will accept review and load images for the project on the imageclass server. Tennille Herron, Web Interface Designer, will assist in the creation of the Web site for this project including the linking and/or serving of the educational modules. ...